2021 Uwharrie Charge Conference Instructions

posted on September 23

It is time to be preparing for the annual charge conference meeting for your church or charge. We hope that you will find the information here helpful as you complete this important work.

You and your church leaders will need to decide whether you will have an in-person, virtual, or hybrid charge conference meeting based on your situation and the best way to keep everyone safe who needs to attend the charge conference. Instructions and an agenda will be provided for everyone to use whether you meet in person or online. There are specific guidelines for a virtual charge conference at the end of this document.


Scheduling Your Charge Conference

  • Your charge conference must be held by November 29, 2021. It is mandatory that all pastors be present for their charge conference.

  • For Elders: each elder will work with their local church or charge leadership to establish the date and time for the charge conference. Please send an email no later than September 13, to Kimberly Hopkins (khopkins@wnccumc.org) providing the date and time for your charge conference. A letter of authorization will be sent to you once the date is set. Remember, a ten-day public notice must be given to the congregation for a charge conference meeting.

  • For Local Pastors, Deacons, Provisional Elders, Lay Ministers, and Pastors of other denominations: You will be assigned a presiding elder to conduct your charge conference. The presiding elder will work with you to schedule the charge conference. It is your responsibility to contact the presiding elder. Remember, a ten-day public notice must be given to the congregation for a charge conference meeting. 

Charge Conference Agenda for online or in person

  • Welcome and any instructions for social distancing or for using technology

  • Call to order by District Superintendent or Presiding Elder

  • Prayer/Devotion

  • Recommendation for the 2022 Clergy Compensation

  • Discussion/Vote

  • Nominations and Leadership Development Report for 2022 including those persons serving on the Nominations Committee

  • Discussion/Vote

  • Approval of any Lay Servants, Lay Speakers, or Lay Ministers

  • Approval of any Candidates for Ministry

  • Approval of any Names to be removed from the membership roll

  • (Note: apportionments can be reported but are not voted on)

  • Adjournment

How to Begin
Think through how you need to schedule committee meetings to complete this work and who needs to help you complete this work. While every situation is different, the administrative council, board, or governing body must approve the pastor’s 2022 compensation and the 2022 Report from the Nominations and Lay Leadership Committee. They can approve other items that will then be presented to the charge conference such as Lay Servants and Lay Speakers, Candidates for ministry, and Names to be removed from the church membership roll. They can approve other committee reports that can be presented to the charge conference and included in the charge conference minutes.

The following items of business cannot be conducted at this charge conference without separate authorization: purchasing or selling property, building programs, or church council restructuring.

The 2022 Apportionments have been posted on Church Dashboards. You will be notified when Health Insurance Premiums are posted.

Completing Reports
All reports will be online. You will be notified when the charge conference reports are available online. The due date for the completion of all reports is November 30, 2021. The online reports have a “signature” feature for all required signatures for each report. Checking the checkbox and entering a pastor or church leader name will be affirming that the pastor or leader has reviewed the completed online form (or a printout of it) and believes it to be correct and accurate.

Please make sure you know how to login to your Clergy and Church Dashboard on wnccadmin.org. A link for the 2021 Charge Conference Reports, unique to your local church, will appear in the “Submittable Forms (Charge Conference, Profiles, etc.)” area of your Church Dashboard. You will still separately complete the online forms for clergy compensation and church leaders.

Reports Required five (5) days in advance of local church charge conference date:

  • Clergy Compensation Report for 2022 (draft that will be proposed to the charge conference.)

  • All other online charge conference reports will be required to be significantly complete 5 days in advance.

Accessing Online Admin site

  • https://wnccumc.org Click on Administration

  • Click Clergy Dashboard

  • Login

    • Church Dashboard - Username is GCFA number; Password (we cannot see passwords so if you do not remember, contact the District Office)

    • People/Clergy Dashboard (Username and Password for clergy is the same as the old system. If you have trouble logging in, contact the District Office)

Church Leader Information
As you work on online Church Leader Information, it is VERY IMPORTANT that you provide accurate and complete contact information. We especially need email addresses for all of your church leaders who have email. Information is shared by email at various times with different groups of leaders. We especially need email addresses for the following offices: Lay Leader, Pastor Parish Relations Chairperson (or a PPRC contact person if on a multi-point charge), Finance Chairperson, Treasurer. For these four offices, if the actual leader does not have an email, it would be helpful if they could have another person with email to agree to receive email on their behalf. It could be another committee member or church council member.

Start and End Dates - Read This Carefully
The system is very date sensitive. Here is how to handle the dates of service:

  • Start Date -Use the date that a leader actually began the position, and don’t change it from year to year. For example, if a leader continues from 2021 into 2022, leave the start date as 1/1/2-21 (or earlier if that applies.) If a new leader is beginning in 2022, use a start date of 1/1/2022.

  • End Date -If someone is serving a specific term, like a three-year term, and you know the end date, put that in. For example, a three-year term beginning 1/1/2022 would get an end date of 12/31/2024. If someone is serving an indefinite term, you can actually just leave the end date blank. This is the suggested method for indefinite terms so that you do not have to update “end dates” every year. Only put a 12/31/2022 end date if you know that is going to be the case. Be sure to totally review ALL of the church leader information, including start and end dates, on your church dashboard.

Kim Hopkins will be working with individuals who may need help with charge conference materials. Email Kim to set up a help session.

After the Charge Conference
Whether your charge conference is online or in person, the recording secretary should submit notes, minutes, any handouts, and an attendance list to the district office. Signed copies of the clergy compensation form must be submitted to the district office. It is the pastor’s responsibility to make sure this happens. The due date for the completion of all reports is November 30, 2021.

Here is the Discipline reference concerning charge conference membership (who is a voting member of the charge conference) from the 2016 Discipline:

THE CHARGE CONFERENCE Members of the charge conference shall be persons of genuine Christian character who love the Church, are morally disciplined, are committed to the mandate of inclusiveness in the life of the Church, are loyal to the ethical standards of The United Methodist Church set forth in the Social Principles, and are competent to administer its affairs. It shall include youth members chosen according to the same standards as adults. All shall be professing members of the local church, except where central conference legislation provides otherwise.
¶ 246. General Provisions— 1. Within the pastoral charge the basic unit in the connectional system of The United Methodist Church is the charge conference. The charge conference shall therefore be organized from the church or churches in every pastoral charge as set forth in the Constitution (¶ 43). It shall meet annually for the purposes set forth in
¶ 247. It may meet at other times as indicated in § 7 below. 2. The membership of the charge conference shall be all members of the church council or other appropriate body, together with retired ordained ministers and retired diaconal ministers who elect to hold their membership in said charge conference and any others as may be designated in the Discipline. If more than one church is on the pastoral charge, all members of each church council shall be members of the charge conference….
6. The members present and voting at any duly announced meeting shall constitute a quorum.

United Methodist Church. The Book of Discipline of The United Methodist Church 2016 (Kindle Locations
3797-3804). United Methodist Publishing House. Kindle Edition.

Thank you for attention to the work of Charge Conference preparation. If you have any questions, do not hesitate to contact the District office.

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