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General Instructions for Charge Conference FormsFORMS 1-8 must be sent to your District Office (see addresses below) at least TWO WEEKS prior to your charge conference! If there is any additional business to be conducted, that must also be received by the district office 2 weeks prior to your charge conference. They may be sent electronically. A copy of form 6 with signatures should be scanned and sent or sent by mail.Final Copies (with signatures) for the District Office should NOT BE BOUND – not stapled, glued, spiral bound, etc. Use a paper clip and/or a folder.Headers: Please fill out the header on each report and each page it is requested. This is a HUGE help for the office staff in filing and retrieving documentsCharge Name: Please check the conference journal for the correct name of the charge.Example: You may think you serve First UM Church, Mongolia. However, due to necessary computer sorting features, the Charge name is Mongolia, First. The Church name is First UMC. Check the Journal!Form 3 – no signatures needed; if there is no one to be elected for Lay Member and/or Alternate please put NONE in the name spaceForm 4 is for Conference and District Office needs –you will find form 4a, 4b and 4c. These are for Local Church Officers, Charge Officers and Churches using the Simplified Accountable Structure (formerly Alternative Minimum Structure)One name per positionFor single point charges, fill out Form 4a. For Multi-point charges, fill out form 4a for each church, leaving SPRC and Lay Member blank. Then fill in Form 4b with all Charge officers.Form 4c is for churches using the alternative minimum structureList all council members including the “class” they are in (they should be in three year classes)List other church staff/officers as applicable Zip +4 can be found at this link – fill in address; this is important to include A report in format of your choosing must be included for vote for all church officers, committee membersPer Book of Discipline, the SPRC CHAIR must be nominated by the committee on lay leadership and elected by the charge/church conference. SPRC does not elect their own chair.Per Book of Discipline, the Trustees elect their chair at the first meeting in the new year.Addresses for District Superintendents and email for District Administrative AssistantsAltoona: Rev. Dr. Kathy Kind, 1381 Plank Road, Suite 104, Duncansville, PA 16635-8458 (District AA altoona@ ) Harrisburg: Rev. Barry Robison, 303 Mulberry Drive, Suite 200, Mechanicsburg, PA 17050-3198 (District AA harrisburg@ )Lewisburg: Rev. Larry Leland, 31 Baylor Blvd., Lewisburg, PA 17837-9203 (District AA lewisburg@ )Scranton/Wilkes-Barre: Rev. Marian Hartman, 40 Knob Hill Road, Trucksville PA 18708-9683 (District AA scrantonwilkesbarre@ )State College: Rev. Lori Steffensen, 1200 Haymaker Rd., State College, PA 16801-6943 (District AA statecollege@ )Williamsport: Rev. Troy Howell, 2420 Nottingham Rd., Williamsport, PA 17701-4057 (District AA williamsport@ )York: Rev. Dr. Charles Salisbury, 1910 Kenneth Road, Suite D, York, PA 17408-9087 (District AA york@)Pastors and churches may want to visit for helpful information such as:GCFA Tax Packet GCFA Audit Guide Preparing for Church/Charge Conferences3 Complete Packets should be provided with all forms and with Signatures – one for DS, one for Pastor and one for Charge Conference Secretary)Packets for all in attendance should include all items requiring a vote Materials to be assembled in this order:Minutes of previous Charge Conference(s) – VOTEAudits if they have not already been approved and received by Church Council – VOTE2017 Church and Charge Trustee reports to be received - VOTEShares of Ministry Plan – any church that does not anticipate being able to pay their shares in full shall submit a written plan to address the deficit in the current and future years. Plan should note date that it was approved by Church CouncilForm 2 – Membership report; if names are to be presented for Charge Conference removal, names must be listed and provided to all present – VOTE only if there are names to be removedForm 3 – Election of Lay Member form – VOTE Form 4a, 4b, 4c - May be included in packets – vote needed if no additional Lay Leadership (nominations report) is providedReport of the Lay Leadership and Development committee – This may be a format of your choosing. All officers and committee members are to be elected by church/charge conference; MUST include SPRC chair person, church treasurer (if treasurer is not paid staff) – VOTEA motion is needed from the floor to nominate members to the Lay Leadership and Development Committee. Persons nominated should be contacted prior to determine if they are willing to serveA covering motion will be requested to permit Ad Council to fill vacancies between Charge conferences – but that motion does not include replacing a Lay Member or SPRC chairForm 5 – Parsonage inspection reportForm 6 – Pastor’s Compensation (only the first 2 pages, do not copy the worksheets and instructions) – VOTEForm 6a – CLM’s Compensation (if applicable) – VOTEForm 7 – Safe Sanctuary Report – attach Safe Sanctuary Policy if changed/updated since last charge conference. All churches MUST have a SS policy whether or not the congregation has children.Form 8 – Report of Lay Speaker(s) – VOTECandidates for ministry who have been approved by SPRC (No form is required, this should noted on the checklist – prepare small sheets of paper for written ballot if this is the first charge conference vote on the candidate, for continuation, a voice or hand vote is fine) - VOTEReport of Retired Pastors / other clergy with charge conference membershipLeases to be approved (all leases should be reviewed by the trustees and pre-approved by Ad Council – copies need not be provided for all present) – VOTE All INCORPORATED Churches must file Form 15-5110 Annual Statement Non-Profit Corp. with the Commonwealth of Pennsylvania with the officers elected for 2019. This form is available with the Charge Conference forms. Instructions are included with the form. THIS SHOULD BE SENT TO THE ADDRESS ON THE INSTRUCTIONS only – do not send to the district office! There is no fee for this. Send by January 31, 2019. ................
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