2013 Charge Conference Documents
We greet you in the name of the one who calls each of us, Beloved!
As we enter the 2012-2013 Charge Conference Season, it is imperative that each of us remain prayerful about our ministry, hopeful about our future, and diligent about our tasks, so that we may come through this Season as victors!
The District Superintendents and Conference Staff have worked to coordinate and post the forms needed this year. We are attempting to ensure some uniformity throughout and ease of reporting throughout the Conference. To that end, the only items not posted here are the schedules and agenda – each Superintendent will provide that within her/his District. However, regardless of when your charge meets as a Church/Charge Conference, you will need to submit completed forms. If you are accustomed to a particular form that is no longer posted, consider it grace and a new day when that form is no longer required. If you have questions, your first point of contact is the Pastor, then the District Office Administrative Assistant. For more information about the basic structure and purpose of Church/Charge Conference, please reference the Book of Discipline (paragraphs 245-249 and Article 43 of the Constitution).
This is holy and worshipful work that we have called to participate in, so know that “your labor is not in vain in the Lord” (I Cor. 15:57-58).
Rev. Dr. Cedrick D. Bridgeforth, District Superintendent & Cal-Pac Cabinet Dean
Rev. Thomas Choi, District Superintendent
Rev. Bau Dang, District Superintendent
Rev. Kathey Wilborn, District Superintendent
Rev. Myron Wingfield, District Superintendent
There are more than twenty forms and a number of other 'information only' documents available for charge conference and church administrative use. We have prepared a tracking sheet to assist you in finding these forms, tracking these forms, and returning them to the appropriate church officer, district officer or conference office. The forms below are presented in the same order as they are listed on the tracking sheet, with the tracking sheet first. The primary color (when there is color) is green, to distinguish documents from 2011 and 2012 (blue).
Forms for 2013 Charge Conferences, beginning in the fall of 2012, are available below. Most forms are available as a .pdf form or as a Microsoft Office document (Word or Excel). However, not all the forms provided by GCFA are consistent in their electronic format. GCFA-provided forms are unfortunately outside of the conference's administrative control.
If you need assistance, please read the Technical Assistance information at the bottom of this page first.
|FORM NAME||.doc|| .xls
|Tracking Sheet for 2013 Charge Conferences||.doc||---||Cal-Pac||This sheet is designed to help you track the various reports required for your charge conference.|
| Salary & Benefits Form (2013) for clergy serving one church
All churches must file a new form with the district office for every appointed pastor, even if there is no change to benefits or salaries. Forms are due to the district office by 12/1/2012 for compensation packages due 1/1/2013.
|Salary & Benefits Form (2013) for clergy serving a split appointment at 2 charges||---||---||.xls||Cal-Pac||This form is ONLY for clergy appointed to a split appointment (2 churches). Clergy appointed to cooperative parishes should have a primary church to fulfill administrative functions.|
|Salary & Benefits Guidelines (2013)||.doc||---||Cal-Pac||Information Only|
|SPRC Appointment Recommendation||.doc||---||Cal-Pac||SPRC uses this form to recommend whether a pastor will remain or move in the following appointment year.|
|SPRC Pastor Evaluation||.doc||---||Cal-Pac||Also known as the Pastoral Leadership Assessment. SPRC uses this form to evaluate pastors appointed to the charge.|
|Pastor Certification of Payment||.doc||---||Cal-Pac||Pastor uses this form to certify if s/he has received the full amount of her compensation package from the church during the calendar year, and to document how much (if any) has not been paid.|
|Pastor Appointment Request Form||.doc||---||Cal-Pac||Pastor uses this form to communicate with the Cabinet regarding her request to remain or to move to a new appointment.|
|Report of the Pastor||.doc||---||GCFA|
|Equitable Compensation Application (2013) -- English||---||.xls||Cal-Pac|| This application is for churches seeking salary or benefit assistance for clergy. The .pdf of this document is not available as a fillable form. Please use the Excel version if possible to improve accuracy. Remember to save it to your hard drive before trying to complete the form!
| Equitable Compensation Application (2013) -- Korean
||.doc||---||Cal-Pac||Please note that this form is not protected in Word and has not been converted to a .pdf form. Please use carefully.|
| Equitable Compensation Application (2013) -- Spanish
|Lay Speaker Report||.doc||---||Cal-Pac||This report is for all local church and certified lay speakers, renewing or making an initial application.|
|UMW Unit Report||.doc||---||Cal-Pac||This form is REQUIRED by the UMW National Organization.|
|Affordable Care Act & Health Plan Compliance Form||.doc||---||Cal-Pac||This form is required for the conference to demonstrate compliance with the Affordable Care Act. It replaces the previous form called the Local Church Information Form.|
|Annual Report of the Finance Committee||.doc||---||GCFA|
|Group Tax Exemption Request||---||---||GCFA||This request form is to register for a sales tax exemption under the denomination.|
|Annual Report of the Trustees||.doc||---||GCFA||This form has been modified by Cal-Pac to make it more friendly for electronic completion. The originals are available on the GCFA link above.|
|Fund Balance Report (Annual Audit)||.doc||.xls||GCFA||See below for a guide on internal audits. Or click here.|
|Parsonage Evaluation||.doc||---||Cal-Pac||For church-owned parsonages.|
|Minutes of the Charge Conference||.doc||---||GCFA|
|Certified Lay Ministers Report||.doc||Cal-Pac||This report is required for DCOM by Certified Lay Ministers serving in local churches. A Lay Speakers report is listed elsewhere.|
|Reports on Certified Candidates for Ministry|
|Registration form for Candidacy Summit||Cal-Pac||Click here for more information. (a .pdf reader is required)|
|Declaration of Candidacy for Ordained Ministry||---||Cal-Pac|
SPRC to Charge Conf: Candidate Yearly Report
|.doc||---||Cal-Pac||For Staff-Parish to report to the Charge Conference on candidates.|
SPRC to DCOM: Candidate Yearly Report
|.doc||---||Cal-Pac||For Staff-Parish to report to the District Committee on Ministry on candidates (confidential)|
|Pastor to DCOM: Candidate Yearly Report||.doc||---||Cal-Pac||For (senior) pastors to report to the District Committee on Ministry on candidates (confidential)|
|Charge Conference Continuance of Certified Candidacy Report||.doc||---||Cal-Pac||For the Charge Conference to record its recommendation to continue or discontinue a candidate and communicate that decision to the District Committee on Ministry. A vote is required.|
The following documents are informational in nature and do not need to be completed. You may need them to complete your work, however. For more information from the General Commission on Finance & Administration, visit their website at http://www.gcfa.org/forms#chargeConference.
|Medical Benefit Comparison Guide (2013)||Cal-Pac||not yet available|
|Medical and Dental Insurance Rates (2013, California & Out of Area)||---||Cal-Pac||Final medical rates and estimated dental rates.
|Medical and Dental Insurance Rates (2013, Hawaii)||---||Cal-Pac||not yet available|
|Minimum Compensation Standards (2013)||.doc||Cal-Pac||These standards are also included in the Equitable Compensation application above.|
|Salary and Benefits Guidelines||.doc||Cal-Pac||These Guidelines are also listed in the table above.|
|Clergy Housing Allowance Clarification Act of 2002||---||GCFA|
|Local Church Audit Guide||---||GCFA|
|Clergy Tax Packet Information||---||GCFA|
|Accountable Reimbursement Policy (Long Form sample)||---||GCFA|
|Accountable Reimbursement Policy (Short Form sample)||---||GCFA|
Please note the following information about
- Error messages: If you attempt to download / open a .pdf file and receive the pop-up message "This file is damaged or corrupted", it does not mean there is anything wrong with the file located on the server. This message means that your computer did not receive all the data about the file that it needed to make the file on your local hard drive. Causes may include (1) the connection to the server ended prematurely because of an unexpected interruption in your Internet service during the download (lasting even a fraction of a second), the download timed out (for high-demand, large-sized documents) or (3) you are using a large portion of your computer memory in other applications. You may need to close documents, browsers, games, etc and try again. In some cases, rebooting may be necessary.
- pdf forms: A .pdf version can be completed and printed without using MS Word or MS Excel (i.e. in Adobe Reader or directly in a web browser if Adober Reader is installed). The .pdf version can be filled in electronically and printed out as a completed document for signatures, but can't be saved as a completed document unless your computer has Adobe Acrobat or other .pdf author software installed.Once the document is completed, you can print it. Adobe Reader is required. If you do not have Adobe Reader, you can download and install it for free by visiting http://www.adobe.com.
- MS Word (doc) forms: Most forms have a MS Word version that requires Microsoft 97 or newer (with the file extension .doc). These forms use Fill-in forms and are password-protected from being changed. MS Word users will be able to complete the fields as specified in the form, but will not be able to otherwise alter the document. To download, click the appropriate link, then select "Save" or "Open". Be sure you know where on your hard drive the file is saved, so that you can find it later. Fill it out and save a copy on your hard drive, then print as needed.
- MS Excel (xls) forms: A few forms (Salary & Benefits, Equitable Comp applications) are provided only in Excel format. Excel 2003 or newer is required. If your church does not have Excel, consult with your membership or contact your district office for assistance. These forms require complex calculations and Excel forms can be programmed to calculate answers automatically in a dynamic environment. Please note that these forms are password-protected from being changed. Excel users will be able to complete only the fields required by the form, but will not be able to otherwise alter the document. To download, click the appropriate link, then select "Save" or "Open". Be sure you know where on your hard drive the file is saved, so that you can find it later. Fill it out and save a copy on your hard drive, then print as needed.