• Work with your district administrator and/or assigned presiding elder to schedule your charge conference.
• Publicize the meeting according to Disciplinary requirements: at least 10 days in advance by at least two methods.
• Notify any clergy with a charge conference relationship at your church once you have the date of the charge conference, so that they can attend. Clergy with a charge conference relationship at your local church are included in the Leaders Listing on the Church Dashboard.
• Check in with key leaders to ensure all required forms and reports will be completed in time.
• Submit required forms on the Church Dashboard at least one week before your charge conference.
• Download the meeting agenda and communicate with your presiding clergyperson about any necessary details.
• Distribute completed reports to participants before the meeting.
  • Electronic distribution is acceptable for people who can access it easily. Consider having a few printed copies on hand for your charge conference members if you are having an in-person meeting.

For successful virtual Charge Conferences, the following additional suggestions are helpful:

• Encourage everyone to connect to the Zoom meeting from their own device (computer, smartphone, or telephone) at their home location.
• For those who do not have access to the internet, gather in small groups (2-4 people) to share a device.
• If your meeting has a large group gathered together in person, anyone speaking should do so into a microphone in order to be heard (both in the room and virtually).
• Someone who has digital copies of all reports on their computer should be prepared to share their screen so everyone can see the reports being presented.
• Most votes at the charge conference can be taken by general consensus or by a “show of hands.” The Superintendent, presiding clergyperson, or tech advisor can give directions for voting.
• When a private/written vote is needed (such as affirming a candidate for ministry), the Zoom poll option can be used. The Superintendent or presiding clergyperson will know how to do this and give instructions.

All churches are asked to use the following agenda for their charge conference. | download DOC

Forms are downloadable from this page to be used as worksheets as you prepare for your charge conference. Once ready, your church administrator, pastor, or other leader must enter the information into your Church Dashboard via the People Portal. This ensures that all completed forms are accessible to those who need to view them, such as local church leaders and district or conference staff. All appointed clergy and local church leadership in key roles should have access to the Church Dashboard.

SECTION 1

These reports require charge conference vote and therefore must be submitted on your Church Dashboard at least one week before your charge conference, unless indicated otherwise. The leadership roles listed to complete each form are suggestions and may be delegated to other church leaders as appropriate.

• 1.1 – Pastoral Support Worksheet and Compensation Module: Churches with paid pastoral support (FT and PT, clergy and lay pastors, with/out benefits) download the 2027 Pastoral Support Worksheet (PSW) as a guide. When you are ready to submit the completed PSW information for 2027, the Finance Chair, SPRC Chair, or Pastor will submit the PSW information in the Compensation Module on the Church Dashboard and print the report to share at the charge conference. | PDF download
  • DOWNLOAD and READ the first page before starting.
  • Definitions for the Pastoral Support Worksheet. | download PDF
• 1. 2 – Candidate for Ordained Ministry: Pastoral Leaders should complete this form if they have any candidate(s) for Ordained Ministry, Certified Candidacy, or Licensed Local Pastorship. Please use one form per candidate. A vote is required at the charge conference. | download PDF
• 1.3 – 2027 Church Nominations Report: This should list all elected/selected leaders at the local church to be approved by charge conference vote. (This is not the Contact List for Church Leadership.) The Church Administrator, Membership Secretary, and Pastor should complete this form. See the Nominations Guidelines and a Sample Report.
• 1.4 – 2027 Contact List for Church Leadership: The PNW Conference uses this information to communicate with key leaders about their work in the local church. (This is not the Nominations List.) The Church Administrator, Membership Secretary, and Pastor should complete this form.| download PDF
• 1.5 – Lay Servant Report & Recertification: If someone in your congregation is applying to be, or actively serving as a Lay Servant, they must complete this form and submit it for approval at the Charge Conference. | download PDF
• 1.6 – Lay Speaker Report & Recertification: If someone in your congregation is applying to be, or actively serving as a Lay Speaker, they must complete this form and submit it for approval at the Charge Conference. | download PDF
• 1.7 – Certified Lay Minister Report & Recertification: If someone in your congregation is applying to be, or actively serving as a Lay Minister, they must complete this form and submit it for approval at the Charge Conference. | download PDF
• 1.8 – First and Second Reading of Names: Names of professing members who are no longer active in the life of the church, per 2020/2024 Book of Discipline, ¶228.2b (4), are read at your charge conference and, after the second reading, are voted upon for removal from the church membership roll. If changes are made at your charge conference, please note those in your quick minutes. | download PDF

SECTION 2

This form is due on your Church Dashboard within one week after your charge conference.

• Quick Minutes: used to record the business/votes and those attending and voting at the Charge Conference. The Recording Secretary should complete and submit the Quick Minutes within one week of the charge conference. | download PDF

SECTION 3

The following forms and reports are to be completed annually, shared with your charge conference members, and submitted on the Church Dashboard by December 1, 2026. Please complete all that apply to your church. The leadership roles listed to complete each form are suggestions and may be delegated to other church leaders as appropriate.

• 3.1 – Church MILE Assessment: To be completed by all PNW churches. Members of your leadership team are asked to reflect together on the MILE as it is expressed through your ministry setting. | download PDF
• 3.2 – Accessibility Audit: An annual audit to discover and identify physical, architectural, and communication barriers that impede the full participation of people with disabilities and plans to determine priorities for eliminating such barriers. To be completed by the Trustees committee. | download PDF
• 3.3 – Parsonage Annual Report: This annual inspection of the parsonage ensures that all components are in good working order and provides plans for any needed updates. If the parsonage is rented, note it at the top of the form. To be completed by the Trustees committee. | download PDF
• 3.4 – Greenhouse Gas Emissions Audit: Collects the church’s annual energy usage (electricity, natural gas, gasoline, and others). | download PDF
• 3.5 – Environmental Justice Activities Checklist: A guide of five opportunity areas to explore (collaborative leadership, worship life, building & grounds, Christian education, and communication and outreach). | download PDF
• 3.6 – Trustees Report: An annual report of assessments and inspections of church property and insurance. To be completed by the Trustees committee. | download PDF

Lay-led congregations must review and complete their Covenant for Lay-Led Ministry each year. They are also asked to complete the same forms as churches with appointed pastoral leaders (see Forms and Reports), with the exception of the Pastoral Support Worksheet and the Contact List for Church Leadership.

• 1.9 – Covenant for Lay-Led Ministry: Share your discipleship plan, resources, leadership roster, and budget for the coming year. | Download PDF

SECTION 4

These reports are required from clergy members.

• 4.1 – Clergy Annual Report: All clergy not currently appointed to a local church (Retired Pastors, Honorable Location Pastors, Extension Ministry, those on Leave, etc.) should complete this form if they have been active in ministry in the last year and submit it to the church where they hold their Charge Conference Relationship by December 1. | Available in your People Portal | download PDF
• 4.2 – Clergy Continuing Education Form: All clergy under appointment should complete a Continuing Education Form yearly and submit it by December 1. | Available in your People Portal
• 4.3 – Annual Report of the Deacon: Deacons in full connection serving in an agency or setting beyond the local church shall relate to a local congregation. Deacons should complete this form and submit it to the church where they hold their Charge Conference Relationship by December 1. If you are completing this form, you do not need to complete the Clergy Annual Report. | download DOC

Clergy Profile: All active clergy should update their profile using the form in their People Portal if they have not done so in the last two years, or if a change is expected. | How to Update Clergy Profile video

SECTION 5

Reports due February 20, 2027

• 5.1 – Membership Report – Pastors should report on changes in membership that have occurred since their last report. This report should be submitted through the Church Dashboard and then shared with charge conference members. | download PDF
• 5.2 – Statistical Reports – Reporting church metrics, including Tables 1 – Membership & Participation, 2 – Assets and Expenses, and 3 – Income. Details can be found here. Login information will be available in early January.

SECTION 6

Reports due April 30

Forms will be available in the Church Dashboard in early January. Upon completion, please share these reports with members of your charge conference.

• 6.1 – 2026 Local Church Financial Review (formerly “Financial Audit”): Complete for 2026 with your audit team (the team can be made up of anyone). PNW churches should plan to submit their yearly reviews by April 30. This is separate from the Fund Balance Report. | download PDF
• 6.2 – 2026 Fund Balance Report: A quick reference of the beginning and ending balances of church funds for the year. | download DOC

You access the Church Dashboard through your People Portal. If you have questions about accessing the People Portal or your Church Dashboard, view this short video, or contact your district administrator for help.