Charge Conference Preparation Instructions

Transcription

1 Charge Conference Preparation Instructions Section 1 Required Forms Section 2 Step by Step Data Entry Guide Section 3 List of Hard Copy Forms You Need To Bring To Charge Conference Section 4 Items Requiring A Vote At Charge Conference Section 5 What To Do Following Your Charge Conference Section 6 Other Required Reports to Be Completed During the Year Section 1 Required Forms The PASTOR or other designee MUST FULLY COMPLETE the Charge Conference reports at least 7 days prior to charge conference using the Online Data Collection System (OLDCS), accessible online at with your password. See step by step guide with screen shots provided in Section 2 of this document. Annual Report of the Board of Trustees Camping/Retreat Ministries Charge Conference Roster High School/College Students Lay Member(s) of Annual Conference Minutes of the Charge Conference Nominations Report Parsonage Checklist Report of Pastoral Ministry Report of the Finance Committee Safe Sanctuaries State of the Church Report EVERY PASTOR must also complete the Ministerial Relations Reports at least 7 days prior to charge conference using the Online Data Collection System (OLDCS). Clergy Compensation Report - Compensation figures entered into the Clergy Compensation Worksheet will populate the salary compensation portion of the Minutes of the Charge Conference and this must be voted on at Charge Conference. Note: If you qualify to participate in the Pension plan, you must also complete the Contributions to Personal Investment Plan form.

2 Section 2 Step by Step Data Entry Guide Step One: You can find the Online Data Collection System by entering in your favorite web browser. This will take you to a page that looks like this: Step Two: Type in your username and Password and click the Log In button. If you have forgotten your password please send an to support@nccumc.org. We will be happy to work with you on providing your login information as needed. Step Three: Once you have logged into the system, this is the screen that you will see: You will want to click on the Charge Conference tab

3 Step Four: This screen will open once you click the Charge Conference tab and it shows all the required Charge Conference Forms

4 Step Five: You will click on each of the Charge Conference forms, shown below in red, and enter the required information. Make sure you click the Form Complete and Save buttons for each report before you move onto the next report. (FYI - Deacons must also complete questions 5 8 on the Report of Pastoral Ministry.) Note: You will be able to print a copy of all your completed reports by clicking on the View Printable Page link (found on each report) and then click the link for Print This Report which will launch the print dialog window and you can choose the printer that you want to use or you can save as a pdf. You can also choose the Print All Charge Conference Forms link, found under the Additional Resources section.

5 Step Six: Click on Annual Report of the Board of Trustees to open the report shown below and enter the requested information for this report. The beginning period for this report should be January 1, 2015 and the ending date should be December 31, Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

6 Step Seven: Click on Camping/Retreat Ministries to open the report shown below. You will need to click on the Add A Person link in order to enter the names of the families which have first grade children in your church. You will need to click the Add A Person link for each family you need to enter. Once you have entered all the families, click the Form Complete box and then click the red SAVE button.

7 Step Eight: Click on Charge Conference Roster to open the report shown below. Before your Charge Conference is held, you will need to type in the names of your church members that correspond to the positions shown in the Charge Conference Roster, by clicking in the box to the right of the position. You will need to print two copies of the Roster to take with you to Charge Conference and you will place check marks by all those who are actually present at the Charge Conference. After your Charge Conference has been held, you will need to come back to Online Data Collection System and also check the boxes for those who were present and Save the report again.

8 After the Charge Conference is held, enter the names of any At-Large Members (those who do not fill any of the positions listed in the fields provided) who attended the Charge Conference. Once you have entered all the names and placed a check mark by all those who attended the Charge Conference, click the Form Complete box and then click the red SAVE button.

9 Step Nine: Click on High School/College Students to open the report shown below. Click on the Add A Student link in order to enter the names of all the high school seniors and college students in your church. Once you have entered all the student names, click the Form Complete box and then click the red SAVE button.

10 Step Ten: Click on Lay Members of Annual Conference to open the report shown below. Click on the Add A Person link to enter the names of your Lay Member(s) to Annual Conference. Remember each charge is entitled to one lay member per appointed clergy person to your church. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

11 Step Eleven: Click on Minutes of the Charge Conference to open the report shown below. Begin filling in the information on the form starting with the line that asks for the name of the Recording Secretary and continuing to the end of the report. You will need to print copies of the Minutes of the Charge Conference for all church members who will be attending the Charge Conference. Distribute these at the Charge Conference. Please note that your Pastor(s) compensation will auto-populate this report from the Clergy Compensation Worksheet. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

12 Step Twelve: Click on Nomination Reports to open the report shown below. Click the Add A Person link to type in the name, address, phone number and address for all of the Chairpersons for your church committees and those that serve the church in other work areas shown in this report. It is imperative that we have accurate information for the leaders in your church so that the DS and District Office can communicate with committee chairs via and phone. You will need to print copies of the Nominations Report for all church members who will be attending the Charge Conference. Distribute these at the Charge Conference. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

13 Step Thirteen: Click on Parsonage Checklist to open the report shown below. Click the Add A Parsonage link and enter the requested information for this report. If your church does not own a parsonage, you must check the box that indicates you have no parsonage. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

14 Step Fourteen: This report is to be completed by the PASTOR. Click on Report of Pastoral Ministry to open the report shown below and enter the requested information for this report. Special note: Deacons are required to complete questions 5 8 on this report. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

15 Step Fifteen: Click on Report of the Finance Committee to open the report shown below and enter the requested information for this report. The beginning period for this report should be January 1, 2015 and the ending date should be December 31, Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

16 Step Sixteen: Click on Safe Sanctuaries which will open the report shown below and enter the requested information for this report. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

17 Step Seventeen: Click on State of the Church Report to open the report shown below and enter the requested information for this report. This report should be completed by the Pastor Parish Relations Committee (PPRC) in conjunction with the Pastor. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

18 These last two reports are to be completed by the pastor. You will need to go back to the OLDCS Main Menu and click on the Ministerial Relations tab and the screen shown below will open. All appointed pastors MUST complete the Clergy Compensation Worksheet. If you qualify to participate in the Conference pension plan, you must complete the Contribution to Personal Investment Plan (PIP).

19 Step Eighteen: If you qualify to participate in the Conference pension plan, click on Contribution to Personal Investment Plan (UMPIP) which will open the report shown below and enter the requested information for this report. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

20 Step Nineteen: click on Clergy Compensation Worksheet to open the report shown below and enter the requested information for this report. Note: there are helpful links contained in this report. You can click on any of the red words in this report to view detail instructions and examples of forms. The compensation information entered on this report will auto-populate the Minutes of the Charge Conference. Once you have entered all information for this report, click the Form Complete box and then click the red SAVE button.

21 Once you have completed all the Charge Conference Reports and the Pastor completes the reports for which he/she is responsible, you should have green check marks for all the reports as shown below.

22 Section 3 List of Hard Copy Forms You Need To Bring To Charge Conference Please arrive at your Charge Conference with: 1. A copy of the Minutes of the Charge Conference for everyone attending the Charge Conference and one for the Recording Secretary and the Elder presiding over the Charge Conference 2. A copy of the Nominations Report for everyone attending the Charge Conference and one for the Recording Secretary and the Elder presiding over the Charge Conference 3. Two copies of the Roster of Attendance Sheet (one for the Recording Secretary & one for the Elder presiding over the Charge Conference). 4. Written ballots if you have any first time Board of Ordained Ministry candidates Note: The Presiding Elder is responsible for providing the completed forms listed above to the Assistant to the District Superintendent (ADS). Section 4 Items Requiring A Vote At Charge Conference The following items MUST be voted on by all churches: 1. Pastor(s) salary, utilities & travel allowances (for all appointed pastors). Note: If a pastor receives a housing allowance this will be added to the compensation package presented. 2. Nominations Report The following are other items requiring a vote, however not all churches will have all of these items: Names of those being recommended to the District Committee on Ordained Ministry (first time Candidates as well as those seeking continuance by their church). If you have any first time Candidates, bring paper ballots to the Charge Conference so that a written vote can be conducted. Lay Servants, Certified Lay Servants & Lay Speakers. Names must be read aloud and the Charge Conference will vote on recommendation and continuance of these persons. Lay Servants, Certified Lay Servants & Lay Speakers are to fill out their own annual report online at: Lay Members to be removed from the church membership roll under the designation of Removed by Charge Conference Action, as stipulated by b(4) of The Book of Discipline, Names must be read aloud at two consecutive Charge Conferences, making the third reading of the names at Charge Conference the time they are removed from the church s membership roll. (This does not include members being removed by transfer of membership or death.) Clergy Housing Exclusion (if so chosen by pastor) there s information, under the Ministerial Relations tab in OLDCS, for more information.

23 Section 5 What To Do Following Your Charge Conference 1. Go back to Online Data Collection System (OLDCS) and put checkmarks by those in attendance on the online Roster form and click Form Complete and Save. 2. Look over all your Charge Conference reports and make sure any changes or corrections made at Charge Conference are entered in OLDCS on the proper Charge Conference reports. 3. Make sure you have green check marks by all the reports on the main page of the Charge Conference tab & Ministerial Relations tab in OLDCS. 4. PASTORS, once you have completed all Charge Conference reports in OLDCS and have all green checkmarks, your ADS to let them know that your forms are complete. You must complete your Charge Conference reports and your ADS within seven days of your Charge Conference date. 5. Retain electronic or paper copies of all the Charge Conference Reports for 2016 for the church s permanent records. Charge Conference reports will be cleared before 2017 Charge Conference Season. Section 6 Other Required Reports to Be Completed During the Year 1. The Fund Balance Report (Report of the Annual Audit) is due May 30 th of each year, for the preceding calendar year. You do not have to wait until the due date to complete the report. The report is found in OLDCS under the Annual Audit tab see below. your ADS to let them know when you have completed the Fund Balance Report (Report of the Annual Audit). 2. The Statistical Tables are due January 31 each year and will be completed through OLDCS. Remember the Pastor is ultimately responsible for completing ALL Charge Conference reports and required Annual Reports.