Capitol Area South District
2014 Charge Conference Form
2014 Charge Conference Form
The enclosed document is to be completed, presented, voted on and signed
at your 2014 church or charge conference.

Complete this copy manually, or

Go online to the Resources link on the homepage of the Capitol Area South website
(www.capitolareasouth.org) where you’ll find an online version which can be completed
electronically, printed out and signed.

Take completed, printed form to your church or charge conference for voting and required signatures.

This form may also serve as your church or charge conference minutes.

Keep one copy for your church records and return the completed signed original to your district office.
What is the difference between a charge conference and church conference?
The Book of Discipline of The United Methodist Church requires that each local church hold a church or charge
conference annually. This annual conference directs the work of the church, gives general oversight to the
church council and reviews and evaluates the mission and ministry of the church, in addition to other tasks (as
appropriate), such as setting salaries for pastors, electing church officers, and recommending candidates for
ministry.
1. The charge conference is the basic governing body of each United Methodist local church and is
composed of all members of the church council (or administrative board or leadership team).
2. A church conference invites broader participation of the members of the congregation beyond just the
church council members in that all members of a local United Methodist church are invited to attend
and are extended the privilege of vote.
All members of the charge or church conference must be members of the local church.
Please note: The symbol “¶” refers to the relevant paragraph in the 2012 Book of Discipline.
Capitol Area South District
2014 Charge Conference Form
Basic information:
Church Name:
Charge Name:
District:
Capitol Area South
GCFA Number:
Employer Identification
Number (EIN):
County:
Location:
Mailing Address:
Church Phone:
Church Fax:
Church Email:
Church Website URL:
Pastor(s) under Bishop’s Appointment:
Pastor(s) under District Superintendent Assignment:
Procedural information:
Date of Conference*:
/
/
Which did you hold? (see page 1 for difference between a church and charge conference)
Charge Conference
Church Conference
Location of Conference:
Presiding Elder:
¶ 246-250 The term “Conference” used in this document will refer to either your charge or church conference.
Capitol Area South District
2014 Charge Conference Form
Worship & Sunday School
List Sunday School times:
List Worship Service times:
Do you change your Worship or Sunday School times during the summer?
__Yes
_No
If so, Sunday School Times (summer):
If so, Worship times (summer):
Do you have a Saturday or mid-week worship service(s)?
Yes
No
If yes, what day(s) and time(s):
Trustees report*
(¶2533.4 and ¶2550)
The Charge Conference has received the 2014 Board of Trustees Annual Legal & Property Report:
YES
NO
The Charge Conference has received the 2014 Parsonage Inspection Form:
YES
NO
Church does not own a parsonage
.
* Both a completed Trustees Legal & Property Report and Parsonage Inspection Form should be filed with the
district office annually.
Capitol Area South District
Ministry recommendations:
(Must be recommended from church where membership is held)
Recommendations to the District Committee on Ordained Ministry:
CANDIDATE(s) FOR CERTIFICATION (¶ 311.2)
Name(s):
CANDIDATE(s) FOR RENEWAL OR CONTINUATION OF CANDIDACY (¶ 247.9, 312)
Name(s):
CANDIDATE(s) FOR CHURCH-RELATED VOCATIONS (¶ 247.10)
Name(s):
Recommendations to the District Committee on Lay Servant Ministries:
LOCAL CHURCH LAY SERVANT – FIRST TIME (¶ 247.11 & 266-269).
Name(s):
LOCAL CHURCH LAY SERVANT – RENEWAL(S) (¶ 267.3)
Name (s):
CERTIFIED LAY SERVANT – INITIAL CERTIFICATION (¶ 247.11 & 266-269)
Name(s):
CERTIFIED LAY SERVANT RENEWALS: (¶ 268.3b)
Name(s):
LAY SPEAKER – INITIAL CERTIFICATION (¶ 247.11 & 266-269)
Name(s):
LAY SPEAKER RENEWALS: (¶ 268.3b)
Name(s):
LOCAL OR CERTIFIED LAY SERVANTS or LAY SPEAKERS REMOVED:
Name(s):
Recommendations to the District Superintendent:
CERTIFIED LAY MINISTER (www.westohioumc.org/CLM)
Name(s):
2014 Charge Conference Form
Capitol Area South District
2014 Charge Conference Form
Lay Leadership Nominations for 2015 Church Officers
(All church officers must be members of the local church)
Office (as applicable)
Name
1. Ad Board/Council/Leadership Team Chair
2. Finance Chair
3. Lay Leader
4. Lay Member to Annual Conference
5. Lay Member Alternate to Annual Conference
6. SP/PPRC Chair
7. Treasurer
8. Trustees Chair
Other offices to be VOTED on
Name
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
Please make sure ALL of these names are listed on the next page with correct contact information.
Capitol Area South District
2014 Charge Conference Form
Lay Leadership Nominations for 2015 Church Officers
This information is used to notify your church leadership of upcoming trainings and events, and other
correspondence from the District. All correspondence is sent via email, so it is imperative to include email
addresses!
Administrative Board/Council Chairperson
Name
Address:________________________________________
City:__________________________ Zip:_____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Work Phone:____________________________________
Email:__________________________________________
Finance Chairperson:_Name________________________
Address:________________________________________
City:___________________________ Zip:____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Lay Leader:_Name________________________________
Address:________________________________________
City:___________________________ Zip:____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Lay Member to Annual Conference:
Name_________________________________________
Address:_______________________________________
City:__________________________ Zip:____________
Cell Phone:______________________________________
Home Phone:____________________________________
Email:__________________________________________
Trustee Chairperson: _Name________________________
Address:________________________________________
City:_________________________ Zip:______________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
UMM President:_Name____________________________
Address:_________________________________________
City:_____________________________ Zip:___________
Cell Phone:______________________________________
Home Phone:____________________________________
Email:__________________________________________
UMW President:_Name____________________________
Address:_________________________________________
City:____________________________ Zip:____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Also include contact information for additional lay
members from your charge to Annual Conference if you
have more than one.
Please attach additional contact information for other lay
leadership or staff (secretary, administrative assistant,
office manager, etc.) who need to receive information
from the District.
Mission/Outreach Chairperson:
Name
___________
Address:________________________________________
City:____________________________ Zip:____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Other Position:___________________________________
Name:___________________________________________
Address:_________________________________________
City:______________________________ Zip:__________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
SPRC Chairperson:_Name___________________________
Address:________________________________________
City:__________________________ Zip:_____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Work Phone:____________________________________
Email:__________________________________________
Other Position:___________________________________
Name:___________________________________________
Address:_________________________________________
City:______________________________ Zip:__________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Treasurer: _Name________________________________
Billing Address:___________________________________
City:__________________________ Zip :_____________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Other Position:___________________________________
Name:___________________________________________
Address:_________________________________________
City:______________________________ Zip:__________
Cell Phone:_____________________________________
Home Phone:____________________________________
Email:__________________________________________
Capitol Area South District
2014 Charge Conference Form
Membership Report (¶ 230.2)
Please list those members to be removed by charge conference action. (You may attach a list if you prefer)
Names
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Capitol Area South District
2014 Charge Conference Form
2015 Compensation Packet
The following documents pertain to Compensation, Health
Insurance, Housing Exclusion and Accountable Reimbursement for
the calendar year 2015, and must be completed and kept on file in
your church office.
Included forms and information:

2015 Compensation & Health Insurance Information

2015 Accountable Reimbursement

Resolution for 2015 Parsonage or Housing Allowance Exclusion
Need more information?
Visit the West Ohio Conference website and click on the Charge Conference link on
the homepage or for questions, please contact the West Ohio Conference Treasurer’s
Office:
Beth Gibbs, Benefits Officer, bgibbs@wocumc.org, ext 226
Sandi George, Healthcare Coordinator, sgeorge@wocumc.org, ext 312
Bill Brownson, Treasurer, bbrownson@wocumc.org, ext 221
Capitol Area South District
2014 Charge Conference Form
2015 Compensation Information
Minimum Salaries (as approved by the 2014 Session of the West Ohio Annual Conference)
Full member (elder/deacon)
Full-time appointment ...................................................................................... $38,900
Three-quarter time appointment ..................................................................... $29,175
Halftime appointment ...................................................................................... $19,450
Quarter time appointment ................................................................................$ 9,725
Provisional member (elder/deacon), associate member
Full-time appointment ...................................................................................... $35,300
Three-quarter time appointment ..................................................................... $26,475
Halftime appointment ...................................................................................... $17,650
Quarter time appointment ................................................................................$ 8,825
Licensed local pastor (upon completion of Course of Study or equivalent)
Full-time appointment ...................................................................................... $34,000
Licensed local pastor
Full-time appointment ...................................................................................... $32,200
Health insurance rates
Rates for 2015 will be available in early Fall 2014 – information will be mailed to the district offices and
churches, as well as posted on the conference website at www.westohioumc.org/healthinsurance, at
that time.
Additional information
Denominational Average Compensation (DAC) for 2015 = $66,259
Conference Average Compensation (CAC) for 2015 = $59,647
2014 IRS Business Mileage Rate is $0.56/mile
2014 IRS Charitable Mileage Rate is $0.14/mile
2015 Compensation Information
Capitol Area South District
2014 Charge Conference Form
2015 Accountable Reimbursement Policy
The following resolution was duly adopted by the Administrative Board/Church Council/Leadership Team (or
Charge Conference) of the
at a meeting held on
United Methodist Church
, 2014.
Under Internal Revenue Code Section 62(a)(2)(A) gross income does not include reimbursed business expenses
or adequately accounted business expense allowances for employees. Internal Revenue Service Regulation
1.162-17(b) provides that an employee need not report on his tax return expenses paid or incurred by him solely
for the benefit of his employer for which he is required to account and does account to his employer and which
are charged directly or indirectly to the employer. Further, I.R.S. Regulation 1.274-5(e)(4) provides that an
adequate accounting means the submission to the employer of an account book, diary, statement of expense, or
similar record maintained by the employee in which the information (as to each element of expenditure amount,
time and place, business purpose, and business relationship) is recorded at or near the time of the expenditure,
together with supporting documentary evidence, in a manner that conforms to all the adequate records
requirements as set forth in the regulations.
Therefore, the
United Methodist Church hereby establishes an accountable
reimbursement policy pursuant to I.R.S. Regulations upon the following terms and conditions:
1. Expenses deemed ordinary and necessary shall be made solely for the benefit of the church and shall be
paid directly, whenever possible by the
United Methodist
Church, or indirectly and reimbursed to the person or entity who does pay the expense. Ordinary
expenses include, but are not limited to: automobiles, office supplies, postage, computer supplies,
books, subscriptions, professional dues, vestments, continuing education, lodging and meals while
traveling and entertainment related to church business.
2. The church must be given an adequate accounting of the expense, which means that there shall be
submitted a statement of expense, account book diary, or other similar record showing the amount, date,
place, business purpose, and business relationship involved. Appropriate documents, cash receipts,
canceled checks, credit card sales slips, and contemporaneous records for those non-receipt expenses
less than $25.00 must be attached to a monthly expense report. Both the minister/staff person and the
church shall retain copies of the documentary evidence and expense report. Voucher information need
not include data that would violate pastoral confidences.
3. Reimbursements or advances must be paid out of budgeted church funds and not by reducing the
compensation of a minister/staff person. Budgeted amounts not spent must not be paid as a salary
bonus or other personal compensation in any fiscal year. If such payments are made, the entire amount
of the accountable reimbursement policy account will be taxable income to the pastor/staff person.
Capitol Area South District
2014 Charge Conference Form
4. The church may pay amounts in advance of the minister/staff person’s actual expenditure on either an
as needed basis or by standard monthly expense allowance. However, an adequate accounting of the
advances by expense report must be made in the month following expenditure. Any excess advance
must be returned to the church before additional needed or allowance amounts are provided to the
minister/staff person.
5. It is understood by the various parties that all elements of this resolution must be carefully followed to
prevent the church salary-paying unit from being required by regulation to list total payments for the
following items on I.R.S. W-2 as includable compensation. The primary responsibility of expense
reporting is the minister/staff person to the church payroll person.
6. The Staff/Parish or Pastor/Parish Relations Committee (SP/SPRC) is responsible for approving vouchers
submitted by the pastor. The local church treasurer is responsible for paying approved vouchers.
7. By previous or concurrent resolution, duly adopted by the Administrative Board/Church
Council/Leadership Team (or Charge Conference) of the
Methodist Church at a meeting held on
United
, 2014, the following ordinary and
necessary expenses as suggested for the employment needs of the minister/staff person, are included in
this accountable reimbursement policy from January 1, 2015 to December 31, 2015.
2015 Accountable Reimbursement Total*
Attested to this
day,
$
, 2014, the foregoing resolution is hereby accepted.
REQUIRED SIGNATURES:
Chair, Administrative Board/Church Council/Leadership Team
Treasurer, Church or Charge
Pastor
*2015 Accountable Reimbursement – Enter total on line 3b on the 2015 Compensation
Report
Distribution: 1 copy to each of the following: Pastor, Recording Secretary, District Office
Capitol Area South District
2014 Charge Conference Form
Instructions: Resolution for 2015 Parsonage or Housing Allowance Exclusion
What is the purpose of this form? The Internal Revenue Code Section 107 has a provision that allows ministers of the
Gospel to exclude from their reportable income some costs of living in a parsonage or their own home. The church
uses the Parsonage or Housing Allowance Exclusion form.
Does this cost the church anything? No. The pastor’s salary is not increased or decreased as a result of the
resolution. It merely designates a portion of the pastor’s salary as being excluded from the amount of compensation
the church reports to the IRS on the pastor’s W-2.
When should this form be filled out? At least annually and whenever there is a change in pastors. It must be done
before the pastor incurs the expenses. The exclusion cannot be made retroactive.
How much should the exclusion be? The pastor establishes the amount in consultation with the Pastor/Parish
Relations Committee. For a church-owned parsonage, the amount should not exceed the fair rental value of the
parsonage or house. A rule of thumb for the annual fair rental value” is to take 5% - 8% of the market value of the
parsonage or house. If a housing allowance is paid to the pastor, the exclusion should include the amount of the
allowance as well as other anticipated expenses.
What is included in the exclusion? Any expenses the pastor may incur in living in the parsonage or home. The
following is a partial listing and not meant to be inclusive of all items that may be excluded.
1. Rent or principal payments, cost of buying a home, and down payments, if paid by the pastor.
2. Real estate taxes and mortgage interest for the home, if paid by the pastor.
3. Insurance on a home, if paid by the pastor.
4. Improvements, repairs, upkeep of the home and/or contents. New roof, room addition, carpet, garage, etc.
5. Furnishings and appliances: dish washer, vacuum sweeper, TV, VCR, DVD, piano, computer for personal use,
washer, dryer, sewing machine, cookware, dishes etc.
6. Decorator items: drapes, throw rugs, pictures, knickknacks, painting, wallpapering, bedspreads, sheets, etc.
7. Utilities: heat, electric, cable TV, etc. (ONLY IF PAID BY THE PASTOR)
8. Misc: anything that maintains the home and its contents that you have not included in repairs or decorator
items: cleaning supplies for the home, brooms, light bulbs, lawnmower maintenance, landscaping tools etc.
DO NOT INCLUDE THE FOLLOWING: Maid (or any labor hired for maintenance such a lawn care), groceries, personal
toiletries, CD’s etc. These may be excluded even if they become the pastor’s personal property, as long as they are
paid from money received as salary. Major appliances such as refrigerators and ranges purchased with church funds
may not be excluded.
What if I have other questions? Speak with the District Superintendent or the Conference Treasurer’s office.
Capitol Area South District
2014 Charge Conference Form
Resolution for 2015 Parsonage or Housing Allowance Exclusion
WHEREAS this church provides a parsonage or housing allowance as part of the compensation of our regularly
appointed or assigned minister of the Gospel, and;
WHEREAS the cost of providing the parsonage or housing allowance with utilities and/or furnishings may be excluded
from gross income the Internal Revenue revised rule 599,359-51-52 and Section 107;
THEREFORE BE IT RESOLVED that
designate $
United Methodist Church will
of the pastor’s salary as parsonage/housing allowance. This amount is to be
excluded from the reported taxable income.
This resolution is effective during calendar year for 2015.
Approved at the Charge or Church Conference or Administrative Board, Church Council, or Leadership Team meeting
on
(date).
Required Signatures:
Date:
Chair, Administrative Board/Church Council/Leadership Team
Please Print Name
I accept full responsibility for maintaining and keeping available for any requirements of the Internal Revenue Service
all supporting leases, mortgages, tax bills, utility bills, repair or maintenance bills and any other documentation
necessary to document that portion of the above estimate that I shall claim as actually expended for housing or
furnishings.
Pastor
Please Print Name
Date
*2015 Housing/Parsonage Allowance Exclusion – Enter total on line 3a on the 2015
Compensation Report
Distribution: 1 copy to each of the following: Pastor, Recording Secretary, District Office
Capitol Area South District
2014 Charge Conference Form
Compensation Report for 2015
Please copy this page and complete a separate compensation report for each pastor under Episcopal
appointment or district superintendent assignment to this church.
Signatures on the last page of this charge conference form confirm the information on THIS page is correct)
Pastor Name:
1. COMPENSATION INFORMATION: Cash salary approved at your Church/Charge Conference
a. Amount paid by this church
$
b. Amount paid by Equitable Compensation
$
c. Amount paid by District or Mission Society
$
d. Cash Allowances paid to the Pastor
and reported on W-2
$
Total Approved Cash Salary (add a+b+c+d)
$
2. HOUSING ARRANGEMENTS
a. Does this pastor live in a parsonage provided by this church?
Yes
No
b. Housing Allowance amount this church provides instead of a parsonage
$
3. ADDITIONAL PASTORAL SUPPORT
a. Housing Exclusion Resolution* Amount Adopted by Church/Charge Conference
(a signed exclusion resolution must be on file in the local church office)
$
b. Accountable Reimbursement
(a signed policy resolution must be on file in the local church office)
$
4. CLERGY BENEFITS
a. Pastor is enrolled in the United Methodist Church pension program
b. West Ohio Conference health insurance (please see page 8 of this form)
__Yes
No
Yes
No
i. If yes, Pastor is enrolled in which type of health insurance plan:
Single Family of Two
Family of Three or More
5. 2014 COMPENSATION
a. During 2014, has this pastor been paid in accordance with the compensation reported on the
2013 charge conference form?
Yes _____ No
If this compensation package is for an Associate Pastor, please have the associate sign below:
Capitol Area South District
2014 Charge Conference Form
Clergy Health Insurance:
Each charge shall fund health insurance for its eligible pastor and family through the West Ohio Conference
program. The following chart shows who shall be covered and who has responsibility for payment of premiums.
Status
Full Member
Provisional Member
Associate Member
Fulltime Local Pastor
Coverage
Required
Required
Required
Required
Responsibility for Premium Payment
Shared Cost Church/Participant
Shared Cost Church/Participant
Shared Cost Church/Participant
Shared Cost Church/Participant
Approved reasons for waiver/opt out of the West Ohio Conference health insurance program:
 Duplicate coverage through spouse’s employment
 Access to military coverage
 Prior employer insurance
Note: Clergy opting out of the West Ohio Conference health insurance plan for any reason must do so in writing
using the Waiver of Health Coverage below. Please contact the West Ohio Conference Benefits Office (614-8446200) for questions on completing the waiver below.
Waiver of Health Coverage
I acknowledge that I have been offered the opportunity to participate in health coverage offered through the
West Ohio Conference for myself and my dependents.
I decline enrollment at this time because I have other medical coverage provided by:
 Duplicate coverage through spouse’s employment
 Access to military coverage
 Prior employer insurance
 I waive the West Ohio Conference health insurance.
Date:
Pastor Signature
Pastor Printed Name
Please send this completed and signed form to:
West Ohio Conference of The United Methodist Church
Attn: Beth Gibbs
32 Wesley Boulevard
Worthington, Ohio 43085
Capitol Area South District
2014 Charge Conference Form
Charge Conference Signatures:
(All signatures must be included and apply to all pages of this charge conference form, including attachments)
Date:
Local Church Lead Pastor Signature
Local Church Lead Pastor Printed Name
Date:
Ad Board/Council/Leadership Team Chair Signature
Ad Board/Council/Leadership Team Chair Printed Name
Date:
SP/PPRC Chair Signature (church or charge)
SP/PPRC Chair Printed Name
Date:
Treasurer Signature (church or charge)
Treasurer Printed Name
Date:
Charge Conference Presiding Elder Signature (if applicable)
Charge Conference Presiding Elder Printed Name
Date:
District Superintendent Signature
District Superintendent Printed Name
Completed signature page is required.