Church Conference Forms and Preparation Instructions

Useful resources for completion of reports are indicated in green.

1.Church Clergy Compensation Report: This is the form on which the SPRC reports the agreed-upon salary for the pastor for the upcoming year. Signatures required on this form include the Pastor, SPR Chairperson, Treasurer and District Superintendent.

Please note that the SPRCsubmits a proposed salary figure which then goes to the Finance Committeefor review. The District Superintendent strongly recommends that the Administrative Councilapprovethe proposed clergy compensationprior to the Church Conference.

If the pastor chooses to have some of the money applied to a housing allowance, the SPRC will need to work with him/her to complete the Housing Allowance/Exclusion Worksheet. This action will benefit the pastor on their taxes but will not cost the church any additional money.

  1. Please note that theChurch Clergy Compensation Reportis due no later than December 1 to allow time for the Conference Benefits Office to enter data so that pensions can be billed correctly in January. If your church conference is held after December 1, please complete the form and send it to the District Office with the word “proposed” handwritten and highlighted at the top of the form. The report can be updated later if the salary approved by the church conference is different from what was proposed.
  2. When working on the Church Clergy Compensation Report,the documentPastoral Compensation Information is a useful tool which details minimum salaries, health insurance requirements, and other pertinent information.
  1. SPRC Report to DS:This report requests information on reimbursable expenses and must be submitted to the District Office two weeksprior to your church conference.
  1. Lay Servant Annual Report: This must be completed prior to the church conference so each lay speaker can be recognized and voted upon. Without aLay Speaker Annual Report, a Lay Speakercannot be approved and registered with the Annual Conference. The form requires theLay Speaker’s signature as well as the Pastor’s. Please insure that each lay speaker receives a copy of this form. The United Methodist Book of Discipline 2012requires that lay speakers must participate in an approved course every three years to maintain their certification.
  1. Parsonage Inspection: This form must be completed prior to the church conference.SPRC and Trustee Chair Persons, or representatives of these two committees must complete a “walk-through” to assess the condition of the parsonage and church property as well as to plan for improvements in the parsonage. This assessment is also required for parsonages and property that is currently rented.

Refer to the resource document called Parsonage Guidelines as a toolfor making this assessment.

  1. Pastor’s Report: There is no standard form for this report; each Pastor is free to develop a personal format for this report; however, please includethe pastor’s name and the name of the church he/she serves at the top of each page. This form is due at your church conference.
  1. GCFA – Annual Report of the Committee on Finance: Due at the church conference. The Treasurer is responsible for this report. It is the only financial report due at the Church Conference. (Note: The Annual Trustees Report and the Fund Balance Report, otherwise known as the church audit, require year-end figures and are due February 14.)
  1. Leadership Information Report: This report is used to insure that all contact information (name, address, phone, email) is accurate in the Conference database for church leaders elected and approved at the church conference. The Pastor, Church Secretary, or other designated lay person can update this report. This form is now available online. The Leadership Information Report is due in the District Office one week following the church conference.

Although the leader(s) are responsible for completing these reports, the pastor is ultimately responsible for insuring that all paperwork related to the congregation(s) is submitted in a timely manner

All church conference report forms (with the exception of the pastor’s report) can be accessed by clicking the links provided on the Report Forms Schedule, or by going to the RISEM district web site at selecting “Church Conference Forms” from the far left column.