CHARGE CONFERENCE SCHEDULE 2016 As of 08/10/2016

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2 CHARGE CONFERENCE SCHEDULE 2016 As of 08/10/2016 SEPTEMBER 11 (Sun) St. Andrew s, 7 p.m. 18 (Sun) Cranford, 12:30 p.m. 18 (Sun) Washington Farm, 3 p.m. 25 (Sun) Asbury, 12:30 p.m. 25 (Sun) Nokesville, 3 p.m. 26 (Mon) Saint James, 7 p.m. 27 (Tues) Springfield, 7 p.m. 28 (Wed) Cameron, 7 p.m. 29 (Thurs) Old Bridge, 7 p.m. OCTOBER 1 (Sat) District Day/Conference Location & Schedule Forthcoming 2 (Sun) Orlean, 11:15 a.m. 2 (Sun) Wesley Chapel, 1:15 p.m. 2 (Sun) St. Mark s, 4 p.m. 2 (Sun) Buckhall, 7 p.m. 5 (Wed) Prince of Peace, 7 p.m. 6 (Thurs) Franconia, 7 p.m. 16 (Sun) Roberts Memorial, 12:30 p.m. 16 (Sun) Accotink-Cana, 3 pm 16 (Sun) Sydenstricker, 7 p.m. 19 (Wed) Beverley Hills, 7 p.m. 20 (Thurs) Mount Vernon, 7 p.m. 22 (Sat) Sudley, 9 a.m. 22 (Sat) Bethel Woodbridge, Noon 23 (Sun) Dumfries, 12:30 p.m. 23 (Sun) Spirit & Life (@ Dumfries UMC), 3 pm 23 (Sun) St. George s, 7 p.m. 24 (Mon) Woodlawn-Faith, 7 p.m. 25 (Tues) Aldersgate, 7 p.m. 26 (Wed), Lincolnia, 7 p.m. 27 (Thurs), Silverbrook, 7 p.m. 29 (Sat) St. John s, 9 a.m. 29 (Sat) Del Ray, 11:30 a.m. 30 (Sun) Good Shepherd, 12:30 p.m. 30 (Sun) Cokesbury, 3 p.m. 30 (Sun) Rising Hope, 7 p.m. NOVEMBER 6 (Sun) Washington Street, 11:30 a.m. 6 (Sun) New Light, 3 p.m. 6 (Sun) Annandale, 7 pm 9 (Wed) Wesley, 7 p.m. 13 (Sun) Warrenton, 12:30 p.m. 13 (Sun) Bethel Fauquier, 3 p.m. 13 (Sun) Messiah, 7:30 p.m. 16 (Wed) St. Stephen s, 7 p.m. 17 (Thurs) Trinity, 7 p.m. 19 (Sat) Ghana Wesley (@ St. Paul), 9 a.m. 19 (Sat) St. Paul, 11 a.m. 20 (Sun) Gainesville, 12:30 p.m. 20 (Sun) St. Thomas, 3 p.m. 20 (Sun) Fairlington, 7:30 p.m. 21 (Mon) St. Matthew s, 7 p.m. 28 (Mon) Burke, 7 p.m. 29 (Tues) Christ, 7 p.m. 30 (Wed) Fairfax, 7 p.m. DECEMBER 1(Thurs) Grace, 7 p.m. If the date assigned does not work for you, please trade with another church (for Saturdays or Sundays, all churches must be in the same geographic area) & then let Martha Flanagan know in the District Office ( ). The header date tells you the date when this list is accurate.

3 The Alexandria District 2016 Charge Conference Agenda Jeff Mickle, District Superintendent John Meeuwissen, District Lay Leader Thy Will Be Done Opening Hymn Have Thine Own Way, Lord UMH #382 Holy Conferencing Thy Will Be Done How does this prayer shape our church s decision-making? Hymn Trust and Obey UMH #467 Charge Conference Business: Ministry of Stewardship: Adoption of Ministerial Support including base salary, accountable reimbursement, and parsonage exclusion allowances. ( EVC Clergy Compensation Report) Ministry of Leadership: Election of Officers on the Nominations & Leadership Development Report. ( EVC Report or your own church format) Approval of Local Church Lay Servants, Certified Lay Servants, Continuation of Candidates for Ordained Ministry or recommendation of Candidates for Church- Related Vocations. ( List of Names provided to attendees at charge conference) Approval of New Candidates for Ordained Ministry ( List of Names provided to attendees at charge conference) Removal of members by Charge Conference Action Year 1 and Year 2 ( Names Listed in Pastor s Statistical Report Form) Motion to Authorize Petition to Register Trustees with Circuit Court (Fairfax County Churches only) The State of The Church Report* Clergy Reports* Lay Leader or Church Council Chairperson Each Lead Pastor, Associate Pastor, and Deacon Other Reports* (Optional: UMW, UMM, UM Youth, Finance, Trustees) (Max 3-4 Minutes each) Greetings from the District Lay Leader and/or Associate Lay Leader Other Business (with prior approval from the District Superintendent & adequate notice to congregation) Closing Prayer Senior Pastor Please follow all Special Instructions for Pastors (Included in this packet) *For Oral Reports Please Be Concise-mindful of Meeting Time Constraints Provide Paper Copy for All Attendees

4 Special Instructions for Pastors for 2016 Charge Conferences Please Read Carefully and Follow These Precisely. 1. The 2016 Charge Conference theme is a continuation of the 2016 Virginia Annual Conference theme Thy Will Be Done. 2. Charge conference will be held in the sanctuary unless you make other arrangements with the District Superintendent s approval. Two hymns will be provided ahead of time to allow the organist/pianist to practice. The church s lead pastor will lead the closing prayer. 3. Publicize your Charge Conference in the bulletin & newsletter, electronically, and verbally from the pulpit. The notification period is a minimum of 10 days before the charge conference including at least 2 Sundays. 4. The District Superintendent will lead a time of holy conferencing discussing how we can follow the prayer, Thy Will Be Done in our church decision-making. At least one week before your scheduled charge conference, each lead pastor will send the District Superintendent a case study (no more than 2 pages in length) that explains how a major decision was made at your church in the last five years. Please choose one major decision and outline for Jeff the process used in making this decision. Jeff will use your information as part of the discussion about how prayer shapes our church s decision-making. 5. Most reports will be completed online in the Equipping Vital Congregations (EVC) website: 6. Click on the Charge Conference Frequently Asked Questions in EVC for important information on the order in which reports should be completed. Enter the Date of Charge Conference in EVC first. 7. All reports that are normally submitted in written form are required. As a minimum, two complete copies of all reports should be printed -- one for the District Office and one for the church (the Secretary s copy). Each report in your District Office copy should be printed separately so we can process the reports more easily. Please do not bind the District Office copy into a booklet. 8. The District Superintendent will sign the two official copies of select reports at the charge conference. A Signature Table and chair must be available. The Charge Conference Signature Document may be a convenient way to get signatures prior to the charge conference or the final printing of the reports. Signatures on the final reports are acceptable but not required if the signature document is complete. The EVC Clergy Compensation Report must have original signatures. Please obtain all but the District Superintendent s signature on the Clergy Compensation Report prior to charge conference. 9. Additional full or partial copies of charge conference reports will be made for clergy and attendees. Access to a copy machine may be needed at the last minute. 10. If a booklet is prepared for the members of the charge conference, please include a table of contents and number the pages for easy reference. 11. Whether in a booklet or not, each member attending the charge conference should have, as a minimum, a paper copy of the reports that require a vote. See the Agenda and details below for the list, marked with this symbol.

5 12. The Secretary of the Charge Conference will be your usual secretary of your Church Council. If that person cannot attend, please appoint an Acting Secretary. 13. A written State of the Church Report will be required by all churches in the official reports. There is no standard format. This report will be presented orally in a reasonable timeframe by the Lay Leader or Council Chairperson. The State of the Church Report should be copied for your church members in attendance at the charge conference. 14. The Pastor s Written Report is required of all senior and associate pastors appointed to a local church. A Deacon s Written Report is required of all deacons appointed to a local church (primary or secondary appointment). These reports will be presented in oral summation during the charge conference. Copies may be made for those attending charge conference. 15. Optional oral reports (in areas your congregation may want to highlight -- UMW, UMM, Youth, Finance, Trustees, and/or others) are limited to 3-4 minutes each. Please be mindful that there is a full agenda to be addressed given the time constraints for the entire charge conference. 16. Members will be removed from the rolls (Year 2) or added to the names read for removal (year 1) by Charge Conference Action. Names of persons to be removed or read for removal will be part of the Pastor s Statistical Report and a printed copy of these names will be provided to all your church members in attendance. 17. We will not vote on full church budgets. The 2017 budget should be approved by the Church Council or your church s primary administrative body at their meeting. Please forward a copy of the budget to the District Office after it is approved. 18. Members will vote on clergy compensation using the EVC CLERGY COMPENSATION FORM. Please have copies available for each member in attendance. The two official copies must have original signatures. Please note Cabinet Policy: Connectional giving (the paying of apportionments) is key to healthy ministry in the local church. For 2017, almost 52.5% of all conference apportionments directly support clergy benefits. Because these are essentially fixed costs, it is the expectation of the Cabinet that clergy compensation (including salary, accountable reimbursement, and housing allowance) above the minimum level for a pastor s clergy status should not be increased if a congregation does not fully fund its apportionments. -adopted July 13, 2011/July, 2013/October ALL names for lay leadership should be on the Nominations & Leadership Development Report. This report will contain ALL Officers of the Church for 2017, including Lay Delegate(s) to Annual Conference, Lay Reserve Delegate(s) to Annual Conference, and members of all committees, including Trustees, Staff/Pastor-Parish, Finance and the Nominations and Leadership Development Committee. We encourage you to use your own church format, especially if your church has committees and officers not listed on the EVC report. Also list on your own church Nominations Report the following names (only) from the SPRC Report: Local Church Lay Servants, Certified Lay Servants, Persons Seeking to Continue Candidacy for Ordained Ministry, Persons Recommended for Church-Related Vocations, and Persons Seeking Approval to Begin Candidacy for Ordained Ministry.

6 20. You will be expected to provide a copy of the Expanded Nominations and Leadership Development Committee (Lay Leadership) Report (in your own format as noted in #19 above) for each member who will attend the Charge Conference so they can vote. 21. Each local church is responsible for entering contact information about select church leaders into the EVC system. If a person holds more than one office, you may highlight more than one position on the list. You will be asked to provide the person s name, mailing addresses, phone number, and address. Please check your data entry for accuracy. Please keep this EVC Officers List up-to-date throughout the year. Delete those no longer holding office or if the position is blank. Update the office held to reflect 2017 positions. Whenever you make updates, send a quick note to Martha at alexandriadistrict@vaumc.org to check online for these updates. 22. At least one week before your charge conference: The Lead Pastor sends DS Jeff Mickle (JeffMickle@vaumc.org) the Case Study on how the church made one major decision within the last 5 years. Limit 2 pages. Complete the EVC Clergy Compensation Report for each clergy. EVC reports are accessed on the Conference Website, using the pastor s personal log on and password. For assistance, contact Martha Flanagan in the District Office. The District Office automatically receives a copy. Send an to the District Office if there will be Other Business, including the name of any person declaring candidacy for ministry. The DS already knows about the Trustee Motion for Fairfax County Churches. 23. The Charge Conference Schedule and Agenda will soon be posted at Click on Resources, Alexandria District Specific Resources. For assistance, contact Martha in the District Office at alexandriadistrict@vaumc.org or ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ For Fairfax County /Fairfax City Churches only: Annual Charge Conference Other Business Fairfax County/Fairfax City procedures for registering church trustees has gotten more complex in recent years. Unincorporated churches need to give authorization to the person who will sign the petition for the Circuit Court to register church Trustees. If your church is incorporated, the petition must be signed by a lawyer. This motion will be considered under Other Business and should appear as part of your Secretary s written minutes of the Charge Conference. The written minutes of the charge conference are one of the documents required with the petition for appointment or substitution of church trustees which is filed with the Circuit Court. Below is the motion to be considered. The pastor of this unincorporated United Methodist congregation in Fairfax County Virginia shall be the person authorized to sign the petition and order for appointment or substitution of church trustees. Your church may choose to state senior pastor if there are multiple clergy. The minutes should also state who from your church in attendance made the motion and who from your church seconded it. These persons should be asked in advance of the charge conference to make this motion at the appropriate time. The result of the vote (unanimous or other result) must also be stated in the minutes.

7 2016 Charge Conference Forms Checklist Please read carefully and completely. This is accurate as of 8/12/16. Completing Forms Online: Complete the Charge Conference forms online at The senior pastor uses their Log On and Password for access. They may authorize others to complete reports (Administration Button). The forms in EVC contain last year s data. Give leaders a copy of the 2015 Dashboard report as a worksheet. Minutes, Attendance, and other blank forms, if needed, are under PDF Report Blank Documents. For 2016, on each form keep the information that remains accurate and simply update the information that has changed. Qs? to Martha alexandriadistrict@vaumc.org or In EVC, read Charge Conference Frequently Asked Questions & the Turquoise Instructions on each page. Input the CC date first. By following the recommended order, some report info will automatically fill in. Print completed reports from the 2016 Dashboard. All members need a printed copy of information for voting. Lead Pastor sends DS Case Study on Major Church Decision. No more than 2 pages. Due 1 week before. Minutes of the Charge Conference (Under PDF Report Blank Documents) Signature Page (Print this from the Dashboard after you have entered officers. See special instructions 8 & 21.) Attendance Form (Under PDF Report Blank Documents. Signed at charge conference.) Vital Congregations Goals Form Pastor s Statistical Report EVC Vital Signs data entry populates this report. Check for accuracy. If you have not entered names in Vital Signs, a separate sheet is required listing names & dates to support the membership statistics. Add a listing of members to be removed from the rolls (Year 2) and members whose names are being read in Year 1 in the removal process. ( Copy these lists for voting at the charge conference.) Nominations & Leadership Development Committee Report In EVC, generate this form after you update the officers contact information (required!). Click Create Church Leadership Nominations Report. The completed report on the Dashboard may be used for voting if it contains all your officers & committees. If your church votes on officers/committee members not on the EVC Nominations Report, create your own. See instruction 19 for additional names to add for voting. Distribute the report with all names to be voted on to members & include in formal Church & District Copies of all Charge Conference Reports. Clergy Compensation Report 2017 This will be done through the EVC site, Pastor s log in. The EVC site will then generate the accompanying Accountable Reimbursement and Parsonage Exclusion Forms. EVC Clergy Compensation Form for each pastor is to be done at least 1 week before Charge Conference. Report of the Finance Committee -- Give the Finance Chair access to EVC or give them the 2015 report to update & enter the changes into EVC for Annual Audit Fund Balance Report for Report of the Trustees Give the Trustees Chair access or give them 2015 report to update & enter updates in EVC. Lay Servant Annual Report To be completed by all local church and certified lay servants/lay speakers. Give lay servants access online or give them last year s report to update and then enter updates into EVC. Report of the Pastor/Staff Parish Relations Committee (Names go on your church Nominations Report) Pastor s Narrative Report To be completed by all pastors appointed to churches. Continuing Education Report for selected clergy. Non-Appointed Clergy Report (Completed by the clergyperson using their personal log on / password. Declaration of Candidacy for Ordained Ministry Chrg Conf Recommendation due to DS 1 week before. Appointment to Extension Ministry (Completed by the clergyperson using their personal log on. Annual Report of the Deacon/Provisional Deacon or Diaconal Minister (Completed by the clergyperson) Other Business & Adjournment Signature Page (Optional) Tell DS 1 week before CC if Other Business. Required in the Alexandria District State of the Church Report (on plain paper no form available)

8 VIRGINIA CONFERENCE THE UNITED METHODIST CHURCH OFFICE OF THE TREASURER P.O. BOX 5606 GLEN ALLEN, VIRGINIA July 26, 2016 District Superintendents: Each year I am asked to provide you information that may be beneficial to local churches as they set their pastor s salary for the following year. Some information to consider follows: Denominational Average Compensation The DAC, determined by the General Board of Pensions, is an average of the compensation (as defined by the retirement benefit plans) of full-time U.S. clergy who participate in the Clergy Retirement Security Program (CRSP) and/or the Comprehensive Protection Plan (CPP). Plan compensation includes housing allowances and exclusions; certain tax deferrals, such as UMPIP before-tax contributions and Code section 125 medical spending account deferrals; and for clergy living in a parsonage, an amount equal to 25% of compensation. In 2017, the DAC will increase 2.3% to $68,876. Conference Average Salary The CAC is also determined by the General Board of Pensions using information only from our Virginia Conference. In 2017, the CAC will increase 0.1% to $63,086. District Superintendents Salaries By action of the Annual Conference Session in June 2016, district superintendents will not receive a salary increase effective Jan 1, Conference Minimum Compensation The Minimum Compensation Guidelines proposed by the Equitable Compensation Commission was approved by the Annual Conference Session in June 2016 reflecting a change in the Minimum Compensation for Full Connection Pastors $41,000 $41,500 Probationers and Associate Members $37,500 $38,000 Local Pastors $35,000 $35,500 Please realize that this letter is information only. I am in no way making recommendations as to what clergy salary increases should be for David D. Dommisse Conference Treasurer & Business Manager

Appointment Policy (Pen Del Handbook) Par 57, Article X The bishops shall appoint after consultation with the district superintendents, ministers to

Appointment Policy (Pen Del Handbook) Par 57, Article X The bishops shall appoint after consultation with the district superintendents, ministers to the charges; and they shall have such responsibilities