2015 Acadiana District Charge Conferences Instructions for Clergy As we did last year, our charge conferences will be times of worship and missional planning. The focus will be on strategies for reaching new people. We will meet in the sanctuary of the host church, and all members of your Church Council are asked to attend. This time of worship will include prayer, a message, group discussion, and ministry planning. After worship, brief individual sessions with each church will be conducted to approve the necessary business items. Responsibilities of Each Pastor: 1. Personally invite all the members of your Church Council(s). This year, if there are not at least 4 voting members of your Church Council(s) present (other than you), I will not conduct a vote on the business items, and we will have to schedule another charge conference. 2. Prior to the Charge Conference, hold a meeting of the Church Council(s) to approve all of the business items and sign all forms. Include nominations for new members of the Lay Leadership (Nominations) Committee in your list of church officers. If there is any reason why a particular matter cannot be approved, or if you anticipate objection to the salary or nominations, call me immediately so that we can discuss the matter and make plans for an individual charge conference. If your church needs to have an individual charge conference meeting, you are still required to participate in the scheduled group conference. 3. All Charge Conference paperwork must be completed and returned to the district office by the Monday prior to your scheduled charge conference. This is important. Dana and I will review the documents prior to the meeting. I will not be receiving additional or substitute documents at the charge conference. We will vote on what I have received and reviewed ahead of time. 4. If your Trustees, PPR/SPRC, and Lay Leadership (Nominations) committees are not organized in rotating classes already, this will be the time to do so. We will be reviewing the organization of the committees carefully. If you or your laity have any questions about this, please call me. 5. The learning/planning of the charge conferences time will be based on the book 10 Prescriptions for a Healthy Church, by Bob Farr. You will receive a copy soon, along with instructions about how we will use this book in our charge conferences. Responsibilities of the Host Pastor: 1. Provide a worship space. 2. Provide a musician or musicians to lead opening and closing hymns (your choice). 3. There is no need to provide refreshments this year. I am looking forward to our time together! Call me if you have any questions. Your servant in Christ, John
Transcript
2015 Acadiana District Charge Conferences Instructions for Clergy
As we did last year, our charge conferences will be times of worship and missional planning. The focus will be on strategies for reaching new people. We will meet in the sanctuary of the host church, and all members of your Church Council are asked to attend. This time of worship will include prayer, a message, group discussion, and ministry planning. After worship, brief individual sessions with each church will be conducted to approve the necessary business items.
Responsibilities of Each Pastor:
1. Personally invite all the members of your Church Council(s). This year, if there are not at least 4 voting members of your Church Council(s) present (other than you), I will not conduct a vote on the business items, and we will have to schedule another charge conference.
2. Prior to the Charge Conference, hold a meeting of the Church Council(s) to approve all of the business items and sign all forms. Include nominations for new members of the Lay Leadership (Nominations) Committee in your list of church officers. If there is any reason why a particular matter cannot be approved, or if you anticipate objection to the salary or nominations, call me immediately so that we can discuss the matter and make plans for an individual charge conference. If your church needs to have an individual charge conference meeting, you are still required to participate in the scheduled group conference.
3. All Charge Conference paperwork must be completed and returned to the district office by the Monday prior to your scheduled charge conference. This is important. Dana and I will review the documents prior to the meeting. I will not be receiving additional or substitute documents at the charge conference. We will vote on what I have received and reviewed ahead of time.
4. If your Trustees, PPR/SPRC, and Lay Leadership (Nominations) committees are not organized in rotating classes already, this will be the time to do so. We will be reviewing the organization of the committees carefully. If you or your laity have any questions about this, please call me.
5. The learning/planning of the charge conferences time will be based on the book 10 Prescriptions for a Healthy Church, by Bob Farr. You will receive a copy soon, along with instructions about how we will use this book in our charge conferences.
Responsibilities of the Host Pastor:
1. Provide a worship space. 2. Provide a musician or musicians to lead opening and closing hymns (your choice). 3. There is no need to provide refreshments this year.
I am looking forward to our time together! Call me if you have any questions. Your servant in Christ, John
2015 Acadiana District Charge Conference Checklist
Name of church: _________________________________ Pastor: ______________________
The following items must be submitted to the District Office on or before the Monday prior to
your Charge Conference:
____ This completed checklist showing all items submitted to the District Office
____ Completed “Minutes of the Group Charge Conference 2015” signed by your Church
Council or Administrative Board secretary
____ Form 1a - Clergy Compensation Form for 2016 for each pastor under appointment
Note #1: See the instructions for filling out the new compensation form.
Note #2: For two- and three-point charges, fill out one form for the whole charge AND
forms for each church on the charge. Check your math! Make sure the numbers on
each church’s forms add up to the amounts shown on the form for the entire charge.
____ Form 1b - Pensions Resolution form with all required signatures
____ Form 1c - Health Care Benefits Resolution from with all required signatures (not required
if the pastor is not covered on the Conference health insurance)
____ Form 1d - Report of the Pastor
____ Report forms 1e, 1f, and 1g for Local Church Lay Servants, Lay Speakers, and Certified
Lay Servants
____ Printout of local church leaders from the online Local Church Leadership Roster (see
Form 3a for instructions)
Note: You must update this information with current email addresses and telephone
numbers as this online data entry is used by the District and Conference for
with your lay leadership.
____ List of your church leaders for 2016 (your choice of format; however, your SPRC/PPR,
Trustees, and Nominations Committee must be organized in rotating classes according to
The Book of Discipline)
____ Staff/Pastor-Parish Relations Committee 2016 form
____ Form 3b – Parsonage Inspection Checklist
Minutes of the Charge/Cluster Charge Conference 2015 Page 1 of 4
Minutes of the Group Charge Conference 2015
Date & Time of Group Charge Conference
Host Church
D.S. or Presiding Elder
Churches included in this Cluster Conference:
The following voting members of the Church Council or Administrative Board were present to vote on the matters submitted at the Group Charge Conference (list names here):
Business: The items checked below were approved by the Church Council or Administrative Board and are to be adopted at the Group Charge Conference: _____ Clergy Compensation for 2016 _____ Clergy Retirement Security Plan and Conference-Sponsored UMPIP Plan Resolution _____ Health Care Benefit Resolution _____ Accountable Reimbursement Policy (see Conference website for sample policies) _____ Lay Leadership for 2016
Minutes of the Charge/Cluster Charge Conference 2015 Page 2 of 4
Please list Candidates for ministry recommended for continuation: Name Church
Please list Newly Declared Candidates: (Declaration of Candidacy form should be completed and turned in with
Charge Conference paperwork.) Name Church
Please list Lay Speakers who are recommended for continuation. Name Church
Please list Certified Lay Ministers who are recommended for continuation.
Minutes of the Charge/Cluster Charge Conference 2015 Page 3 of 4
Name Church
Please list Newly Declared Candidates for Certified Lay Ministers: Name Church
(Annual Report of the Lay Speaker should be completed for each Lay Speaker and submitted with Charge Conference paperwork.)
Name Church
Minutes of the Charge/Cluster Charge Conference 2015 Page 4 of 4
The following members of the Church Council or Administrative Board were present at the Group Charge Conference to approve the items proposed (to be filled out at the Group Charge Conference): Church Council or Administrative Board Secretary: ________________________ District Superintendent: ______________________________
PAGE 1 Rev. 09/03/2015
CLERGY COMPENSATION FORM FOR 2016
Church Charge Clergy
Clergy Relationship Status Appointment Increment Effective Date
The Appointment Increment is found on the Benefits Calculator Sheet – see Instructions
Please complete a worksheet for each clergy under appointment to the church or charge by the Bishop. For a multiple church charge, each church on the charge must submit its own compensation form and the individual church compensation forms must be combined on a single form by the Charge PPR Committee.
Round to Whole Dollars----Do Not Use Cents
I. TOTAL I (BASE COMPENSATION) ...................................................................................................... $
Minus:
1. Miscellaneous Deductions
a. Cash paid to clergy to cover Social Security taxes ........................................ $
b. Other cash compensation (e.g. bonuses, private investment programs, housing equity allowances, scholarships, loan forgiveness, etc.)…………… $
c. Personal post-tax UMPIP Contribution (including the 1% match) …………... $ 2. Tax-deferred contributions
a. Personal pre-tax UMPIP Contribution (including the 1% match) ………... $
b. Other Internal Revenue Code section 403b plans ……………………………. $
3. Employee contributions made pursuant to salary reduction agreement to “cafeteria plan” (IRS §125 plan) or Health Savings Account
a. Health Savings Account (H.S.A.) ……………………………………………….. $
b. Other cafeteria plan deductions …………………………………………………. $ 4. Ministers Emergency Fund Contribution (.005% of Base Compensation recommended)…$
Net Actually Paid to the Clergy (Total Base Compensation minus all items in 1, 2, 3 and 4) $
(Note: A clergy person may change the deductions listed in Section I on a future basis without additional Charge Conference Approval but MUST notify the District Office of any changes.)
Round to Whole Dollars----Do Not Use Cents II. HOUSING EXCLUSION: UTILITIES & OTHER HOUSING-RELATED EXPENSES PAID TO/FOR CLERGY
Annual Conference recommends Utilities/Furnishings Expenses up to $7200 per charge Check for Parsonage
5. Housing allowance paid to clergy in lieu of parsonage ........................................................................ $
6. Utilities allowance paid to or for the clergy .......................................................................................... $
10. Current expenditures for providing a parsonage/residence owned by the church (payments
for principal and interest on mortgage, capital improvements, or for the purchase of the parsonage/
residence should not be included here) .............................................................................................. $
TOTAL II (Add lines 4-9) ...........................................................................................................................................$ TOTAL COMPENSATION [This amount is found on the Benefits Calculator Sheet] ......................................................$
GO TO PAGE 2
APPROVED BY CHARGE CONF: DATE DIST. SUPT. SIGNATURE
PPR CHAIR SIGNATURE PASTOR
CHARGE CONF. SECRETARY SIGNATURE
PAGE 2 Rev. 08/13//2015
CLERGY COMPENSATION FOR 2016
Church Charge Clergy
Please Round to Whole Dollars----Do Not Use Cents
III. EXPENSES FOR TRAVEL & PROFESSIONAL NEEDS PAID TO/FOR THE CLERGY PER AN ACCOUNTABLE REIMBURSABLE PLAN
Annual Conference recommends Expenses up to $7200 per Charge
These amounts can only be paid with itemized receipts or a mileage report under the rules of an accountable plan adopted by the church prior to expenses being incurred.
11. Vouchered travel expenses paid by the local church (including mileage method or actual auto expense
of depreciation, credit card charges and other reimbursement of receipted expenses) ...................... $
12. Expense of automobile provided by the church including insurance and maintenance....................... $
14. Vouchered Continuing education, books, publications and other reimbursable receipted expenses .. $
TOTAL III. (Add lines 11-14) ....................................................................................................................................$
IV. BENEFITS PAID FOR THE CLERGY (Use Benefits Calculator)
The amounts to be listed in Section IV are found on the Benefits Calculator Sheet – see instructions. Enter zero if zero is listed on the Benefits Calculator Sheet. Attach a copy of the Benefits Calculator Sheet to each Compensation Form.
Total Plan Compensation ......................................................................................................... $
DO NOT round the numbers below to the nearest dollar. Use cents if listed on the Benefits Calculator.
Conference Health Plan
15. Church share, if any, of conference health plan (insurance and Church HSA contribution) expense ................$
Note: The rate used for the Conference Health Plan in the Benefits Calculator ($13,920) is the estimated annual expense for an active full-time clergy person in 2016. If the rate used in the Benefits Calculator is different from the actual rate adopted later this year by the Conference Board of Pensions for 2016 then the amount of this compensation form will be adjusted by any difference in the rate used in the Benefits Calculator and the rate adopted.
GBOPHB Pension Plans Pension is Waived (notarized form on file) 16. Church Contribution to UMPIP ........................................................................................................... $
17. CRSP DB ............................................................................................................................................ $
18. CRSP DC ............................................................................................................................................ $
20. TOTAL Pension ...............................................................................................................................................$ TOTAL IV. .................................................................................................................................................................$
GRAND TOTAL BASE COMPENSATION, UTILITIES/HOUSING, EXPENSES & BENEFITS ADD TOTALS, I, II, III & IV ...................................................................................................... $
LIST BELOW ANY GRANT AMOUNT(S) RECEIVED TO PAY ALL OR PART OF THIS GRAND TOTAL
Source Grant Amount
Equitable Compensation
District
New Church Starts/Restarts
Other (who)
The reporting categories on this Form are for church reporting purposes only. They are not intended to define what is to be included or excluded from taxable compensation. Clergy should consult their tax advisors regarding the tax implications of various kinds of expense reimbursement plans and/or allowances and the items on which they must pay FICA and Medicare taxes and/or income taxes.
APPROVED BY CHARGE CONF: DATE DIST. SUPT. SIGNATURE
PPR CHAIR SIGNATURE PASTOR
CHARGE CONF. SECRETARY SIGNATURE
Page 1 of 5 Rev. 09/03/2015
INSTRUCTIONS FOR CLERGY COMPENSATION FOR 2016
READ THIS ENTIRE DOCUMENT BEFORE BEGINNING SETTING OF COMPENSATION AND COMPLETION OF THE FORM
The form used for documenting what is adopted at Charge Conference as the Clergy Compensation is very different this year. To make things easier, we have “built” a Benefits Calculator that will calculate the increment and the benefit (health insurance and pension) expenses. Although these instructions may look daunting, it is really a simple process of entering a few numbers into the calculator and then transferring information to the Compensation Form. Please note the following in completing the form:
1. If you are using the Word document and typing on a computer you should tab between the gray box fields or click on each gray box field. If you hit enter after completing a Gray Box Field it may move lines around in the document.
2. Laity serving a Local Church are not entitled to benefits.
3. There is no longer any Section IV “income.” If amounts were previously paid under Section IV, these amounts must be either moved to an Accountable Reimbursable Plan under Section III or included in Base Salary. If you have questions, contact Jan Curwick in the Conference Office (225-346-1646; [email protected]).
4. A compensation form must be completed for each church and, if the church is part of a charge, then a combined form for the Charge must be completed.
5. The Appointment Increment to be entered at the top of page 1 is found on the Benefits Calculator Sheet (see below on using the calculator).
6. Section I involves Base Compensation.
a. List the total for Base Compensation at the top. You will then list items that are to be deducted from this Total in order to come to a net figure that the church pays the Clergy.
b. Section I.2 involves tax-deferred contributions. There are separate lines for the personal pre-tax UMPIP Contribution and other IRS section 403b plans.
c. Section I.1.c and Section I.2.a involve the Personal UMPIP contribution.
In order for a clergy person entitled to CRSP DC contributions to receive the full 3% into their personal account, the clergy person MUST make a minimum personal UMPIP contribution of 1% of Total Plan Compensation (found in Section IV on Page 2). To calculate and indicate the clergy person wants to make the 1% minimum personal UMPIP contribution needed to receive full pension credit:
i. Complete the rest of the Sections on the form first, including the amounts found on the Benefits Calculator Sheet (see below on using the calculator).
ii. Multiply .01 by the Total Plan Compensation (found in Section IV on Page 2. This is the minimum personal UMPIP contribution required to receive full pension credit.
iii. Enter the amount of the personal UMPIP Contribution on the line for either Section I.1.c (for post-tax; that is you want to pay taxes now on this amount) or Section I.2.a. (for pre-tax; that is you want to have this contribution be tax free at present and you will pay taxes later upon withdrawal).
Page 2 of 5 Rev. 09/03/2015
FOR CHURCHES ON A CHARGE, use the charge form amount for Total Plan Compensation. The number you calculate for the UMPIP contribution should be entered in Section I on both the form for the charge AND the form for the lead church on the charge.
d. Section I.3 involves salary reduction agreements. There are separate lines for HSA deductions (these are employee contributions, not the $100 per month that the employer/church/charges contributes with the Health Plan expense) and other cafeteria plan deductions.
e. This year there is a line (line 1.4) or Clergy to indicate a deduction for the Minister’s Emergency Fund. This money is used to help clergy in the conference with pressing financial emergencies. The recommended amount is ½ of 1% of Base Salary. The money withheld is remitted to the Conference office on line 5030 of the Apportionment Remittance Form.
f. You can only calculate the Net Paid to Clergy after you have completed the other Sections and enter the amount for any personal UMPIP contribution.
g. The Conference Benefits Office will contact the pastor directly if additional paperwork is needed because of elections made.
7. Section II involves housing expenses and housing exclusions.
a. A lay person serving in a local church CANNOT have Section II income.
8. At the bottom of Page 1, Total Compensation is found on the Benefits Calculator Sheet (see below on using the calculator)
9. Section III can only be used for Travel and Professional Expenses that are paid pursuant to an Accountable Plan. If figures are entered in this Section, an Accountable Reimbursable Plan must be in place already or one must be adopted at Charge Conference and this must be reflected in the Minutes of Charge Conference. On the Conference Web-site under the Finance Section there is information on Accountable Plans. Amounts paid to the Clergy person must be supported by either a mileage log or itemized receipts indicating business purpose as required by the adopted Accountable Plan and must be received prior to any payment. If you have questions, contact Jan Curwick in the Conference Office (225-346-1646; [email protected]).
10. Section IV is now Benefits Paid for the Clergy.
Use the Benefits Calculator to complete the information needed for any Charge Form and for Section IV. It will calculate all numbers needed for the Charge Form and benefits for all entities (health insurance and/or pension). If a clergy person wishes to waive pension you still run the benefits calculator. Then see Special Situation 1 below.
i. The Benefits Calculator is found on the front page of the Conference Web-site (http://www.la-umc.org).
1. IMPORTANT – Once you have entered information and the calculator has calculated the values PRINT OUT THE FORM. It must be attached to the Compensation Form.
2. There are three different calculators. Use the one that is specific to the clergy person’s situation.
The clergy person has only one appointment to only one entity (a church or an extension ministry position)
b. Single Charge
The clergy person has only one appointment to a charge consisting of one to four churches.
c. Dual Appointment
The clergy person has a dual appointment situation whereby the clergy person is appointed to either two different churches who are not on a charge with each other, a charge and a church not on that charge, two charges, or any of those combinations and an extension ministry position.
3. For a Single Charge or Dual appointment situation, you must have all the individual entity information from Section I and Section II of the forms for each entity part of the charge or dual appointment situation to proceed. It WILL NOT WORK if you do not have all this information.
4. The church id number is found on the church’s apportionment bill or can be found by contacting your district office.
5. Entering Total I – this is the amount at the top of Section I (Total Base Compensation).
6. Entering Total II – this is the amount at the bottom of Section II (Total Housing). If there is nothing in Total II enter 0.
7. For a Single Charge situation, there are boxes shown for Total 1 and Total II for two churches; however, if you enter a third or fourth church name, a box to enter Total I and Total 2 for these churches will appear.
8. The Calculator will “do its thing” and list the rest of the amounts. Enter zeros if a zero is shown. If a Charge is involved, there will be amounts for each church on the charge AND for the total charge. For Dual Appointments there are separate amounts listed for different churches and if a charge is part of a Dual Appointment for the Charge.
a. Enter the Total Compensation at the bottom of Page 1 of the Compensation Form.
b. Enter the Total Plan Compensation in Section IV of the Compensation Form.
c. Enter the amounts listed on the next six lines on Line 15, Line 16, Line 17, Line 18, Line 19 and Line 20 of the Compensation Form.
d. Enter the Total IV at the bottom of Section IV on the Compensation Form.
11. The Grand Total Base Compensation, Utilities/Housing, Expenses & Benefits is calculated by adding the totals from the top of Section I, and the bottoms of Sections II, III and IV. List that amount on the Compensation Form.
12. List any and all Grants the church/entity will receive to pay any portions of the compensation/benefits on the form. This includes salary support from new Church Starts/Revitalization and District Funds.
Page 4 of 5 Rev. 09/03/2015
13. The form must be signed and dated on both pages.
There are a few Special Situations regarding (1) Clergy who waive pension; (2) Retired Clergy serving churches/extension ministries (3) Charge wants to divide the Health Insurance on a basis different than according to % of total compensation; and (4) Clergy who are currently on the Conference Health Plan, who have a ¾ increment and whose church/charge/extension ministry wishes to pay the premium for this coverage.
1. Clergy who waive pension
a. If a clergy person has or wants to waive pension benefits for 2016 there MUST be a signed and notarized waiver on file with the Benefits Office of the Conference before pension can be waived. To verify that a form is on file for the type of pension involved contact your district office. If a clergy person has waived one type of pension and because of an increment change is now eligible for a different type of pension, then a waiver for the new type of pension eligibility must be executed.
b. If a proper waiver form is not on file, contact Theresa Stevens at the Conference Benefits Office (225-346-1646; [email protected]) regarding the proper waiver document to execute, which must be done (with notarization) before the compensation form is finalized.
c. Even if properly waived, the Benefits Calculator must still be run, printed and attached to the Compensation Form because some of the information from the Benefits Calculator sheet will be entered on the Compensation Form. Regardless of what the Benefits Calculator shows, if pension is properly waived, enter 0.00 on the Compensation Form for pension (Lines 16, 17, 18, 19 and 20).
2. Retired Clergy serving the Local Church or Extension Ministry
a. If a clergy person is serving the local church in a retired relationship, then he/she is not entitled to pension contributions. However, The Benefits Calculator must still be run, printed and attached to the Compensation Form because some of the information from the Benefits Calculator sheet will be entered on the form. Enter 0.00 on the Compensation Form for any type of pension (lines 16, 17, 18, 19 and 20).
b. If a clergy person is serving a local church in a retired relationship and the increment is FT, then the health insurance premium calculated by the Benefits Calculator must be entered on the Compensation Form as shown on the Benefits Calculator Sheet and must be paid by the church/charge/entity. The clergy person must be on the active plan of health insurance (this is a Medicare Rule, not a conference rule).
i. If a clergyperson is serving a local church in a retired relationship and the increment is ¼, ½, or ¾, AND
1. The church does not wish to pay the retired rate for the clergy person, then enter 0.00 on line 15 of the Compensation Form.
2. The church wants to pay the retired rate for the clergy person, then note this by handwriting this fact on the Benefits Calculator Sheet and enter $3,180 for single rate or $6,360 for clergy and spouse retired rate on line 15 of the Compensation Form. These amounts are estimated and will be adjusted if the Conference Board of Pensions adopts different rates at their October meeting.
3. If there are questions, contact Jan Curwick in the Conference Office (225-346-1646; [email protected])
3. Charge wants to divide the Health Plan expense on a basis different than % of total compensation.
a. In line with Conference stated goals that each church should be able to support the pastor it is assigned and no other churches should subsidize this amount, the Health Plan expense is divided between entities on a charge according to the % each entity has of the Total Compensation for the Charge.
b. Several charges have historically divided this differently. For one transition year, the churches on the charge can agree to divide the health plan costs in a different manner. This should be noted by handwriting on the Benefits Calculator Sheet the agreed upon way to divide the Health Plan expense and then entering the agreed upon amount on the individual church compensation forms. The total must be $13,920.
4. Increment is ¾ time, the clergyperson is presently on the Conference Health Plan and the church wishes to pay the Health Plan expense
a. The Benefits Calculator Sheet will indicate no Health Plan expense due. Write on the Benefits Calculation sheet the coverage of the clergy person, the desire of the church to cover this expense, and enter $13,920 on line 15 of the Compensation Form.
5. Dual Appointment Increments
a. The increments for Dual Appointments may add up to more than 1. If this occurs, contact your District Office on what to do.
Please send any suggestions for further refinement/improvement in our process and forms to Rev. Jan Curwick at the Conference, [email protected].
LOCAL CHURCH LAY SERVANT ANNUAL REPORT TO THE CHARGE CONFERENCE
Initial Application or Request for Renewal
Report for year ending
Part 1) DATA ON THE LAY SERVANT
Name (Mrs. Ms. Mr. ) Address City/State/Zip Telephone (H) (C) E-mail Name of District Name of Church Church Address City/State/Zip Church Telephone
(Part 2) STATUS OF THE LAY SERVANT
For initial application as a Local Church Lay Servant ( )
What year did you complete your Basic Course?
For renewal as a Local Church Lay Servant ( )
1. What year did you complete your Basic Course? 2. What year did you complete your last Refresher Course?
3. What was the title of your last Refresher Course?
(Part 3) REQUEST OF THE LAY SERVANT
I request recommendation of my pastor and my charge conference to begin as a Local Church Lay Servant for the ensuing year.
Date _ Lay Servant
(Part 4) RECOMMENDATION OF THE PASTOR
I recommend concurrence with the request of this person to begin/renew as a Local Church Lay Servant for the ensuing year.
Date Pastor
(Part 5) RECOMMENDATION OF THE CHURCH COUNCIL/CHARGE CONFERENCE
The church council/charge conference of (church/charge) recommends the above person begin or renew as a Local Church Lay Servant for the ensuing year.
Date Church Council Chair or District Superintendent
(To be completed by those requesting renewal as a Local Church Lay Servant) (Part 6) MINISTRIES BY THE LAY SERVANT
During the past year I have participated in caring ministries as follows: served as a volunteer in a care-giving institution provided one-on-one caring at a hospital, nursing home, or to a shut-in in membership/evangelism visitation served in caring/outreach projects (food pantry, prison ministry, etc)
other caring activities (Please list)
During the past year I have participated in leading ministries as follows: served as member of committee, board, commission, council, task force, etc. as a volunteer at a community agency at my local church beyond my local church on my District Conference Jurisdiction __General Church level other leading activities (Please list)
During the past year I have participated in communicating ministries as follows: brought message in worship services served as worship leader in services delivered devotional messages taught classes Shared my faith story Other speaking activities (Please list)
During the past year I have participated in additional opportunities for ministry as follows:
(Part 7) PERSONAL AND SPIRITUAL GROWTH BY THE LAY SERVANT
In what activities have you engaged and/or what books have you read or used during the past year to help you develop your devotional life; improve your understanding of the Bible; improve your understanding of The United Methodist Church; and to improve your skills in caring, leading, communicating and speaking ?
(Part 8) FEEDBACK BY THE LAY SERVANT
Do you feel called to be in service in any area of ministry, either in the church or outside the church, in which you are not currently involved? yes no If yes, please list those areas below:
What additional training or support do you need or would suggest to further your ministry:
Give any recommendations you have for improving Lay Servant Ministries in your District or Conference:
Note: District Directors are encouraged to respond to any comments within this section.
NOTICE: After this form is completed and signed by those listed above, the Recording Secretary of the Church Council or
Charge Conference is requested to reproduce THREE copies: (1)Lay Servant, (2)District Director of Lay Servant Ministries, (3)District Superintendent. The Recording Secretary of the Church Council or Charge Conference keeps the ORIGINAL.
2015
Part 1) DATA ON THE LAY SPEAKER
Name (Mrs. __ Ms. __ Mr. __) ______________________________________________________ Address ________________________________________________________________________ City/State/Zip ___________________________________________________________________ Telephone (H) ______________________________ (C)__________________________________ E-mail _________________________________________________________________________ Name of District _________________________________________________________________ Name of Church _________________________________________________________________ Church Address _________________________________________________________________ City/State/Zip ___________________________________________________________________ Church Telephone _______________________________________________________________
(Part 2) STATUS OF THE LAY SPEAKER
For initial application as a Lay Speaker ( ) 1. Are you currently a Certified Lay Servant? ____yes ____no 2. What year did you complete your Basic Course? _____________________________________ 3. What year did you complete your Advanced Course for certification as a lay servant? ________ 4. What was the title of your Advanced Course? _______________________________________ 5. Which of the following required Lay Speaking courses have been completed?
Leading Worship ___ Leading Prayer ___ Discovering Spiritual Gifts ___ Preaching ___ United Methodist Heritage ___ United Methodist Polity ___ (Upon completion of the required course work, the Lay Speaker candidate will be examined by the district committee on Lay Servant Ministries and recommended to the conference committee on Lay Servant Ministries to be considered for certification.)
For renewal as a Lay Speaker ( ) 1. What year did you first become certified as a Lay Speaker? ____________________________ 2. Date of last review of Lay Speaker status:____________________ Approved: ____yes ____no 3. What year did you complete your last Advanced Course? ______________________________ 4. What was the title of your last Advanced Course? ____________________________________
(Part 3) REQUEST OF THE LAY SPEAKER
I request recommendation of my pastor and my charge conference to begin/renew as a Lay Speaker for the ensuing year.
Date _________________ Lay Servant______________________________________________
(Part 4) RECOMMENDATION OF THE PASTOR
I recommend concurrence with the request of this person to begin/renew as a Lay Speaker for the ensuing year.
Date _________________ Pastor___________________________________________________
(Part 5) RECOMMENDATION OF THE CHARGE CONFERENCE
The charge conference of _______________________ (church/charge) recommends the above person begin/renew as a Lay Speaker for the ensuing year.
Date ____________ District Superintendent_______________________
LAY SPEAKER ANNUAL REPORT TO THE CHARGE CONFERENCE
Initial Application or Request for Renewal
Report for year ending __________________
(To be completed by those requesting renewal as a Lay Speaker) (Part 6) MINISTRIES BY THE LAY SPEAKER During the past year I have participated in caring ministries as follows: __ served as a volunteer in a care-giving institution __ provided one-on-one caring __ at a hospital, nursing home, or to a shut-in __ in membership/evangelism visitation __ served in caring/outreach projects (food pantry, prison ministry, etc) __ other caring activities (Please list)______________________________________________________ During the past year I have participated in leading ministries as follows: __ served as member of committee, board, commission, council, task force, etc. __ as a volunteer at a community agency __ at my local church __ beyond my local church __ on my District __ Conference __ Jurisdiction __General Church level __ other leading activities (Please list)_____________________________________________________ During the past year I have participated in communicating ministries as follows: __ brought message in ______ worship services __ served as worship leader in ______ services __ delivered ______ devotional messages __ taught ______ classes __ shared my faith story _______ __ other speaking activities (Please list)___________________________________________________ During the past year I have participated in additional opportunities for ministry as follows: ___________________________________________________________________________________
(Part 7) PERSONAL AND SPIRITUAL GROWTH BY THE LAY SPEAKER In what activities have you engaged and/or what books have you read or used during the past year to help you develop your devotional life; improve your understanding of the Bible; improve your understanding of The United Methodist Church; and to improve your skills in caring, leading, communicating and speaking? ___________________________________________________________________________________ (Part 8) FEEDBACK BY THE LAY SPEAKER Do you feel called to be in service in any area of ministry, either in the church or outside the church, in which you are not currently involved? __ yes __ no If yes, please list those areas below: ___________________________________________________________________________________ What additional training or support do you need or would suggest to further your ministry: ___________________________________________________________________________________ Give any recommendations you have for improving Lay Servant Ministries in your District or Conference: ___________________________________________________________________________________ Note: District Directors are encouraged to respond to any comments within this section. NOTICE: After this form is completed and signed by those listed above, the Recording Secretary of the Charge Conference is
requested to reproduce THREE copies: (1)Lay Speaker, (2)District Director of Lay Servant Ministries, (3)District Superintendent. The Recording Secretary of the Charge Conference keeps the ORIGINAL. (Revised April 2014)
Part 1) DATA ON THE LAY SERVANT Name (Mrs. __ Ms. __ Mr. __) ______________________________________________________ Address ________________________________________________________________________ City/State/Zip ___________________________________________________________________ Telephone (H) ______________________________ (C)__________________________________ E-mail _________________________________________________________________________ Name of District _________________________________________________________________ Name of Church _________________________________________________________________ Church Address _________________________________________________________________ City/State/Zip ___________________________________________________________________ Church Telephone _______________________________________________________________ (Part 2) STATUS OF THE LAY SERVANT For initial application as a Certified Lay Servant ( )
1. What year did you complete your Basic Course? ____________________________________ 2. What year did you complete your Advanced Course? _________________________________ 3. What was the title of your Advanced Course? _______________________________________
For renewal as a Certified Lay Servant ( )
1. What year did you complete your last Advanced Course? ______________________________ 2. What was the title of your last Advanced Course? ____________________________________
(Part 3) REQUEST OF THE LAY SERVANT
I request recommendation of my pastor and my church council/charge conference to begin/renew as a Certified Lay Servant for the ensuing year.
Date _________________ Lay Servant______________________________________________
(Part 4) RECOMMENDATION OF THE PASTOR
I recommend concurrence with the request of this person to begin/renew as a Certified Lay Servant for the ensuing year.
Date _________________ Pastor___________________________________________________
(Part 5) RECOMMENDATION OF THE CHURCH COUNCIL/CHARGE CONFERENCE
The church council/charge conference of _______________________ (church/charge) recommends the above person begin/renew as a Certified Lay Servant for the ensuing year.
Date ____________ Church Council Chair or District Superintendent_______________________
CERTIFIED LAY SERVANT ANNUAL REPORT TO THE CHARGE CONFERENCE
Initial Application or Request for Renewal
Report for year ending __________________
(To be completed by those requesting renewal as a Certified Lay Servant) (Part 6) MINISTRIES BY THE LAY SERVANT During the past year I have participated in caring ministries as follows: __ served as a volunteer in a care-giving institution __ provided one-on-one caring __ at a hospital, nursing home, or to a shut-in __ in membership/evangelism visitation __ served in caring/outreach projects (food pantry, prison ministry, etc) __ other caring activities (Please list)______________________________________________________ During the past year I have participated in leading ministries as follows: __ served as member of committee, board, commission, council, task force, etc. __ as a volunteer at a community agency __ at my local church __ beyond my local church __ on my District __ Conference __ Jurisdiction __General Church level __ other leading activities (Please list)_____________________________________________________ During the past year I have participated in communicating ministries as follows: __ served as worship leader in ______ services __ delivered ______ devotional messages __ taught ______ classes __ shared my faith story _______ __ brought message in ______ worship services __ other speaking activities (Please list)___________________________________________________ During the past year I have participated in additional opportunities for ministry as follows: ___________________________________________________________________________________
(Part 7) PERSONAL AND SPIRITUAL GROWTH BY THE LAY SERVANT In what activities have you engaged and/or what books have you read or used during the past year to help you develop your devotional life; improve your understanding of the Bible; improve your understanding of The United Methodist Church; and to improve your skills in caring, leading, communicating and speaking? ___________________________________________________________________________________ (Part 8) FEEDBACK BY THE LAY SERVANT Do you feel called to be in service in any area of ministry, either in the church or outside the church, in which you are not currently involved? __ yes __ no If yes, please list those areas below: ___________________________________________________________________________________ What additional training or support do you need or would suggest to further your ministry: ___________________________________________________________________________________ Give any recommendations you have for improving Lay Servant Ministries in your District or Conference. ___________________________________________________________________________________ Note: District Directors are encouraged to respond to any comments within this section. NOTICE: After this form is completed and signed by those listed above, the Recording Secretary of the Church Council or
Charge Conference is requested to reproduce THREE copies: (1)Lay Servant, (2)District Director of Lay Servant Ministries, (3)District Superintendent. The Recording Secretary of the Church Council or Charge Conference keeps the ORIGINAL. (Revised April 2014)
Page 1 of 5 Rev. 09/2015
LOCAL CHURCH LEADERSHIP ROSTER
You may begin your data entry on Wednesday, September 9, 2015.
Church Leadership Roster Entries MUST be completed prior to your Charge Conference session or December 1, whichever is earlier.
How to Get Started:
Go to the conference’s website: www.la-umc.org and find the link on the Home page: “Local Church Leadership On-line Entry.” You will need to enter your church Username (six-digit permanent General church ID number) and your church Password (four-digit Conference church ID number). These numbers are also found on your Apportionment Remittance form and Benefits Billing sheet.
Login form:
Enter Username (permanent ID) and Password (Conference ID)
Your local church name should appear at the top of the green form on the left. To the right of the name are some buttons. Please click on the button with the picture of the printer on it to print your church’s current record of Local Church Officials to use as a worksheet when updating your roster.
Top of Church Leadership form:
Click the Printer button to print your report. Select either “as of Today” or “as of 01/01/15”.
Printing Instructions:
Click the Print button, then select “Print report as of Today”. The report will print as a PDF file. It may display in your browser, or it may display in your PDF reader program (such as Adobe Acrobat Readertm). If you do not have a PDF reader program, you may download the free Acrobat Reader program here: https://www.adobe.com/downloads/ .
Editing your Church Leadership List: We recommend working your way from top to bottom on the list, to help you keep track of your progress.
The Local Church Leadership website may be used to add leaders to your church’s roster, replace leaders, enter the end of a leader’s term with a Stop Date, or edit a leader’s contact information. All functions follow a similar sequence of steps, except for editing a person’s first and last name. See the special section below regarding the editing of a person's name.
General Instructions:
1. Data Entry Protocol: Do not use all caps to enter data.
2. Contacts: Please list only one contact person, such as the chair or other person in charge of the ministry area. There are a few cases when more than one person should be listed. For
example; a church with more than one pastor will have more than one lay member to annual conference. A church may also have more than one reserve member to annual conference. And each church is allowed multiple complimentary subscriptions to Louisiana Now! (see last page).
3. Required Contacts: The following leadership positions are required. See Paragraph 249 of
the 2012 Discipline: 1. Church Council Chair 2. Pastor Parish Relations Chairperson for the Charge 3. Finance Committee Chair 4. Financial Secretary 5. Treasurer 6. Trustees Chair 7. Lay Member(s) to Annual Conference for the Charge 8. Recording Secretary
4. Using Stop Dates: A Stop Date removes an individual from a leadership position on the date
set, preventing them from getting future district or conference mailings regarding that position. The historical information on that person remains in the database. The Stop Date does not remove the individual from the database. All Stop Dates should be entered as 12/31 of the current year if the person will be rotating off in December. If a person is rotating off mid-year or an interim change, use the date the person is actually leaving the position. If a person is NOT rotating off and will continue the position the next year, leave the stop date blank.
To enter a Stop Date of December 31, click the “stop sign” icon to the right of the calender button. To clear a Stop Date that is already entered, click that same button.
Stop Date Button:
When blank, click the stop sign to add a 12/31 Stop Date. When filled, click the stop sign to clear the Stop Date.
5. Help and Instructions: Please note that you can always click on “?” button at the top of the
page to print these instructions. If you enter a person into a position by mistake, set the Stop Date field to the same date as the Start Date. Do not remove them from the database list.
To change a Stop Date, click in the Stop Date field or click the calendar icon located to the side. You can scroll through the calendar months by clicking the arrows located at the top of the calendar. Select the appropriate Stop Date from the calendar. Click the [Save] button to SAVE the information.
How to Start An Update:
1. Click on the leadership position that you wish to edit. It may be an open position (with no name or Start Date), or a position that contains a leader currently (with or without a Stop Date).
2. Once you have clicked on the leadership position, click one of the command buttons at
the top right of the leadership list.
Page 3 of 5 Rev. 09/2015
3. The Add [+] button will allow you to add a new person into an empty position, to add an additional person to a position while keeping the previous person, or to replace a leader (to put a different leader in the same position).
The [+] button is used to add a person into the selected position AND to add a person to the database if the person is not already present. Use this function to fill an empty position in your roster, or to add a second person to a position that has more than one person.
The [+] button is also used to add a person to the database if the person is not already present. Use this function to fill an empty position in your roster, or to add a second person to a position that has more than one person.
When you use the [+] button to replace a leader a different leader in that same position, it automatically places a stop date of one day less than what you set for the new leader on the current leader’s record when you click the Save button.
Add Button:
Click the Add button to perform both Add and Replace functions
PLEASE NOTE: IT IS VERY IMPORTANT TO SEARCH FOR A PERSON BEFORE ADDING A NAME TO THE DATABASE. When you click the [+] button a “Select a Person” green box will appear. Open the dropdown list and look for the person you need. This list contains people who are related to your church within the conference database, listed in alphabetical order by last name. Scroll down until you find the person and then click on the name. The list will disappear and leave the selected name in the box.
Click the [Select This Person] button.
Note: If you cannot find the person you need, then click the [Add New Person] button and see the section below titled, “WHEN YOU ARE ADDING A NEW PERSON WHO IS NOT IN YOUR LIST”. Then go to step 5.
4. Instead of adding a new leader, you may simply need to edit an existing leader's address,
phone, email, or other data. In this case select the leader in the list and click the Edit button.
The Edit button [pencil] is used to edit the information of a person that already exists in the database. This will allow you to edit anything that is incorrect about the person’s contact information. It will also allow you to change the Start Date and change or add a Stop Date to the person's leadership position.
Edit Button:
Click the Edit Button to edit a person's existing data
5. Whether you add a new leader or you click on an existing leader and click the edit button, a form will appear to the right. This leadership position box shows the information we currently have at the district office on this person.
Now, either enter or edit and verify the data in the leadership position form on the right. Fields with blue prompts are required. If a person prefers to use his or her middle name, please
Page 4 of 5 Rev. 09/2015
enter at least a first initial in the First Name field. Be sure that you select the correct Start Date for this person in this position but DO NOT enter a Stop Date.
Note: The Start Date for a new leader will default to the first of January of the coming year in the fall, and remain such through the end of January. But you may select any date for the start date, if a leader is starting their position at another time of the year.
If you want to cancel a procedure for any reason, click the [Cancel] button in the “Select a Person’ green box.
When all of the data is entered correctly, click the [Save] button. The program will take a moment to refresh the page and return to the “Local Church Leaders” form on the left.
Continue to edit your leadership list, adding, editing, and stopping leaders as needed. Again, we recommend working your way through the report that you print in the beginning as a guide.
Tip: If you need to set the end of a person’s term in a position, but do not yet have a replacement person, select the [Edit] button and add a Stop Date to the person’s leadership record.
WHEN YOU ARE ADDING A NEW PERSON WHO IS NOT IN YOUR LIST You must enter at least the First Initial in the First Name Field and a Last Name. If the individual uses their Middle Name then enter that in the Middle Name Field otherwise enter just the Middle Initial in that Field. Use Name (or Nickname) must be filled in to take precedence over the First Name Field on conference labels. Ethnicity is usually determined by the individual themselves and is intended for Statistical purposes. To quote the statistical report instructions: “Each member should be included in the [one] racial-ethnic group with which he or she identifies or to which he or she is regarded in the community as belonging.” If Ethnicity is not selected, the assumption is that the individual wishes to be identified with the majority culture which in this conference is White. On Telephone Numbers: dashes, slashes, and parentheses do not to be entered.
PRINT A NEW REPORT
When your list is complete, print a new copy of your leadership report for your use. This time select the option to “Print report as of 01/01/2016”.
When you are done, click the [Logout] button. If you have another church’s list to edit, log back in using that church’s account information and begin the process again.
Page 5 of 5 Rev. 09/2015
LOUISIANA NOW! Complimentary Subscriptions
Please enter this information into the Church Leadership form along with your Local
Church Leadership list.
Your church is entitled to five (5) complimentary subscriptions of the LOUISIANA NOW!* Papers will be mailed to the residences of those you select. Please see separate form to purchase additional subscriptions.
Please provide the Name, Address, and Church position of the five people selected to receive complimentary copies of the LOUISIANA NOW! Enter this information along with your “Local Church Officials” information in the on-line data entry processing. Again, please use the separate form to purchase any additional subscriptions over the 5 complimentary subscriptions.
COMPLIMENTARY ISSUES FOR LESS THAN 200 IN WORSHIP ATTENDANCE
Note: Churches with worship attendance over 200 are eligible for an additional five (5) subscriptions.
I. From this inspection, what repairs and maintenance will take place?
List Action Items Target Completion Date Whose Responsibility Completion Date
1.
2.
3.
4.
5.
II. Long Range Plan for Parsonage Improvements
Improvements Target Completion Date
1.
2.
3.
4.
5.
III. Please state the progress, if any, that has been made in correcting repairs needed as noted in previous
inspections.
Rev. 8/06/13 Page 1 of 1
LOUISIANA Now! magazine Paid Subscription Order Form
527 North Blvd. Baton Rouge, LA 70802-5720
225-346-1646 Ask and you shall receive!
If you want the latest news, opportunities, and witness in Louisiana United Methodism, just ask for LOUISIANA Now! and you shall receive it. If you already subscribe to the paper, pass the form along to a friend and spread the Good News! (If more than the complimentary number is desired, the church may purchase an annual
subscription on the leaders' behalf for $20 each or an individual may purchase a subscription
for the same price. Add those names and addresses on this form and send a check made out for
the correct amount to: Louisiana NOW!
Name
Address
City, St, Zip
Telephone E-Mail
Church
We accept check, money order, or credit card (VISA or MASTERCARD.) Our rates are: $20.00 for one (1) year $30.00 for two (2) years Make your check or money order payable to: LOUISIANA Now! Mail your payment to: Louisiana United Methodist Annual Conference Attn: Jamie Warren 527 North Boulevard Baton Rouge, LA 70802
PLEASE DO NOT MAIL THIS FORM TO YOUR DISTRICT OFFICE!!!
Rev. 08/2015 Page 1 of 1
Youth Ministry Information Sheet 2015-2016 If there any changes in youth ministry leadership since your church’s last Charge Conference, please
fill out this form and mail directly to: Julie Lafosse, Office of Youth Ministries, 527 North Blvd Baton Rouge, La 70802
Please DO NOT send this form to the District Office Church/Charge _____________________________________________ District ______________
(if information is different, please provide a separate sheet for each church.
Pastor In Charge ________________________________________________________________
Is this the pastor responsible for supervising youth program/staff? Yes No
If not please provide supervising pastor's name ___________________________________________________
Person Responsible for day-to-day operation of youth program
This church does not currently offer any separate ministry opportunities for youth.
Name _________________________________________________________________________
