Charge Conference Report Tracking Sheet

2017 CHARGE CONFERENCE FORM #0

Instructions: Set a date for those in leadership roles below to return documents to you so that you can prepare your charge conference materials for publication. Use the list below to help manage the charge conference documents you will need to hold a successful and complete charge conference. Churches may not need to complete all forms. Please review carefully and use those documents and forms applicable to your charge.

The submission information in the "Submit Document To" column are for signed copies of these reports to be delivered to offices outside of your local church.

For more information and resources, please refer to

theConference website at
theGeneral Council on Finance & Administration (GCFA) website at
the General Board of Higher Education & Ministry (GBHEM) website at
the California-Pacific Conference Board of Ordained Ministry (BOOM) website at

Document
Number / Document Name / Submit Document to / Source / Due Date /  (for church use)
0 / Charge Conference Forms Tracking Sheet / None / Cal-Pac / None
Forms #1 - #8 are related to the employment of appointed pastors & Lay Persons Assigned (LPAs).
1 / Clergy Salary & Benefits Package – for clergy appointed to ONE church / District Office / Cal-Pac / District Office by Charge Conference Date or 12/1/2016
2 / Salary & Benefits Form –for clergy appointed to TWO churches / District Office / Cal-Pac / District Office by Charge Conference Date or 12/1/2016
3 / Lay Person Assigned (LPA) Salary & Benefits Report – for churches with a Lay Person Assigned by the Resident Bishop / District Office / Cal-Pac / District Office by Charge Conference Date or 12/1/2016
4 / Equitable Compensation Application – for churches applying for Equitable Compensation only / District Board of Congregational Development District Office. / Cal-Pac / District Office by 10/1/2016 (NOTE: Form #1, 2, or 3 must be included with complete applications.)
5 / Housing Allowance Exemption Form – for churches who are not paying a housing allowance or providing a parsonage to appointed clergy / District Office / Cal-Pac / District Office by Charge Conference Date or 12/1/2016
6 / Pastor's Certification of Payment / District Office. Complete a copy year-to-date for charge conference package. / Cal-Pac / 1/15/2017for 2016; one month after appointment end for mid-year changes
7 / SPRC Appointment Recommendation & Pastor Evaluation / District Superintendent. This is not a public document. / Cal-Pac / District Superintendent by Charge Conference Date or 12/1/2016
8 / Clergy Appointment Request Form / District Superintendent. This is not a public document. / Cal-Pac / District Office by Charge Conference Date or 12/1/2016
Forms #9 - #15 are related to the charge conference, congregation, and facilities of the church.
9 / Disciple-Making Report / District Office / Cal-Pac / Charge Conference Date
10 / Report of the Pastor / District Office / Cal-Pac / Charge Conference Date
10.1 / Report of the Pastor (Addendum):
Membership Audit Form / District Office / Cal-Pac / Charge Conference Date
10.2 / Report of the Pastor (Addendum):
Lay Leadership in the Local Church / District Office
Database Manager, Conf Center / Cal-Pac / Charge Conference Date or 12/31/2016 for 2017 leadership
11 / Report of the Trustees / District Office / Cal-Pac / Charge Conference Date
11.1 / Report of the Trustees (Addendum):
Facility User Groups Form / District Office / Cal-Pac / Charge Conference Date
11.2 / Report of the Trustees (Addendum):
Accessibility Audit of the Local Church / District Office per ¶ 2533.6 Discipline / Cal-Pac / Charge Conference Date
11.3 / Report of the Trustees (Addendum):
Disaster Response Plans / District Office only if not completed at a previous year's charge conference / Cal-Pac / Charge Conference Date
12 / Parsonage Report / District Office / Cal-Pac / Charge Conference Date
13 / Report of the Finance Committee / District Office / Cal-Pac / Charge Conference Date
14 / Fund Balance Report (Annual Audit) for 2015 / District Office / Cal-Pac / At charge conference date for 2015 audits, after Jan 1, 2017 for 2016 audits
15 / Abuse Prevention Policy Verification / District Office / Cal-Pac / Charge Conference Date
Forms #16 – 18 are related to ministries and initiatives associated with your charge. Use as necessary.
16 / UMW Report / Send copies as directed. / Cal-Pac UMW / Charge Conference Date or 1/31/2017 per form instructions
17 / Imagine No Malaria Pledge / District Office if not completed at previous charge conference. / Cal-Pac / Charge Conference Date
Forms #18 – 23 are related to church members or clergy associated with your charge. Use as necessary.
18 / Lay Servant Minister Report / Send copies as directed. / Cal-Pac / After charge conference completion or 12/31/2016.
19 / Annual Report of Certified Lay Minister / Send copies as directed. / Cal-Pac / Charge Conference Date
20 / Declaration of Candidacy for Ordained Ministry / Send copies as directed. / Cal-Pac / After charge conference completion
21 / Candidate for the Ministry Yearly Report / Send copies as directed. / Cal-Pac / After charge conference completion
22 / Annual Report of the Deacon (pdf). A .doc version is available from the GBHEM library. / Send copies as directed. / GBHEM / Charge Conference Date
23 / Annual Report of Clergy On Leave (pdfonly) / Send copies as directed. / BOOM / Charge Conference Date
24 / Annual Report of Extension Minister (pdf only). / Send copies as directed. / GCFA / Charge Conference Date
The information below is provided to assist you in completing charge conference forms. In most cases it is a link to the relevant document online.
A / Salary & Benefits Guidelines / None – information only / Cal-Pac / For clergy appointed to local churches
B / Minimum Compensation Standards / None – information only / Cal-Pac / For clergy appointed to local churches
C / Housing Allowance Q&As / None – information only / GCFA / Includes sample Housing Allowance Resolution language, Notification, and Worksheet as Attachments A, B & C. Refer to your tax professional.
D / Accountable Reimbursement Policy (Long Form Sample) / None – information only / GCFA
E / Accountable Reimbursement Policy (Short Form Sample) / None – information only / GCFA
F / Clergy Housing Allowance Clarification Act of 2002 / None – information only / GCFA
G / Clergy Tax Packet / None – information only / GCFA
H / Group Tax Exemption Request / Service provided by GCFA Legal Department, complete if needed / GCFA
I / Local Church Audit GuideFrequently Asked Questions about Local Church Audits / Updated August 2015. Provided by GCFA. / GCFA

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