Conference Forms & Policies

Charge Conference Forms

The forms below should be filled out and brought with the pastor to the charge conference for submission to your district superintendent:


Online Charge Conference Leadership Report

The church dashboard which includes the Charge Conference Leadership Report is now available. Click here for important instructions. Click here to log in.


Other Charge Conference Forms

Please Note: For fillable pdfs, when you click the link below, the pdf may open in a browser window instead of downloading. If that happens, right click on the document and save the pdf to your computer. Fill in the information in, then save the pdf and it will capture your input, making the file emailable.


Clergy Compensation Report  (pdf file [not fillable]) (Word document)

Pastor Appointment Review Form (pdf file)

Pastor / District Superintendent One-on-One Dialogue (pdf file) (Word doc)

Annual Report of the Committee on Finance, 2017-2020 (pdf file)

Fund Balance Report, 2017-2020 (pdf file)

 - Fund Balance Report Instructions (pdf file)

Annual Reports for Lay Ministries: 

Minutes of the Charge/Church Conference, 2017-2020 (pdf file)

Annual Parsonage Review Form (Word document)

Report of Pastor Form, 2017-2020 (pdf file)

Report of the Deacon Form, 2017-2020 (pdf file [not fillable])

Annual Report of Trustees, 2017-2020 (pdf file)

Annual Church Accessibility Audit (pdf file) (Word document)

Pastor (Staff) Parish Relations Committee Forms for Charge Conferences

Note to SPPR Committees: “Document 1” replaces and consolidates two forms that have been requested in prior years. Please download, fill in, save and send both Document 1 and Document 2 to your DS by e-mail a week prior to your church’s charge conference this fall or winter, (or by Dec. 1, 2018 for churches with a charge conference in December or January.)

The 2018 versions:

Document 1 (Evaluation and Church Profile) (pdf file) (Word Document)

Document 2 (Appointment Review Form) (pdf file) (Word Document)

Other Conference Forms & Policies

Benefits Information

Benefit Policies and 2018 Costs (pdf file)

  -  Pension / CPP Calculation Worksheet for 2018

Benefit Policies and 2019 Costs(pdf file)

  -  Pension / CPP Calculation Worksheet for 2019

Section 125 Plans (link to Section 125 Plans page)

Minimum Salary Schedule, 2018 (included in the 2017 report of the Commission on Equitable Compensation) (pdf file)

Minimum Salary Schedule, 2019 (included in the 2018 report of the Commission on Equitable Compensation) (pdf file)


NYAC Journal and Yearbook Forms:

Conference Journals

Parish Development Forms:

For loans:

Grants for ongoing ministries:

For one-time ministry grants (Funds are no longer available for the 2018 and 2019 Ministries Grants; we are not accepting applications at this time, please continue to visit this page for updated information):

  • New/Emerging (Green Light) Grant Application (not to exceed $15,000) (Word document)
  • Mid-Range (Yellow Light) Grant Application ($15,001-$50,000) (Word document)

Capital improvement (funds are no longer available for 2018 and 2019 Capital Improvement; we are not accepting applications at this time, please continue to visit this page for updated information):

  • District Capital (Red Light) Application  (Word document)
  • Grant Assistant Worksheet (to be completed and submitted along with each application) (Word document)

NOTE: The completed forms should be submitted to District Chairs of Parish Development, the District Office or David Gilmore - please see the instructions on the form.

Request for Consultation - Director of of Congregational Development & Revitalization

Click here for “Request for Consultation” form that needs to be filled out by the church; signed by the lay leader and pastor; and, endorsed by the D.S. that will aid Rev. David Gilmore greatly in discerning where and when he is needed most. Effective January 1, 2018 this form will be required in order for him to visit.

Pastor Conference Relationship Forms:

For more information about changes to conference relationships, please see the Board of Ordained Ministry page, by clicking here

Pastor/Parish Relations:

Local Church Policies:

Local Church Reports:

  • Annual Parsonage Review Form Word document
  • Local Church Accessibility Survey pdf file
  • Clergy Housing Handbook: Parsonages. Suggested guidelines and a view of parsonage life from an “operational,” best practices, well-being and to promote well-being, healthy pastor-parish relations, and stewardship perspectives. Click here
  • Church meeting invitation form pdf file


Online Charge Conference Leadership Report / Dashboard

This is the online tool that each church will use to report church leadership to their charge conference. It is also the tool that allows the church to make changes to the information that appears in the Church Locator on the web site. 

To log in

The log-in screen for the dashboard is located here:


Use your church GCFA number without the first zero as BOTH your username and password.

If you don’t know your GCFA number, it can be found in the statistical section of the Journal (column 1):


When you are finished adding/editing your contacts and their leadership positions, click Leaders in the left naviation. The bottom of this page  shows you any required leadership positions that you may have missed. If you are completely finished, please click the big blue button, Let my conference/district know I’m done!


The Rest of the Process

Now that you are logged in, we think you'll find the rest of the process quite simple. We have created a manual for your use in updating your leadership information and the information on your church page on Click here to download the manual.

Required Fields

There are required fields for each person added to a leadership role, and required leadership roles. Please see the list below, and be sure that you have all of the information needed when you sit down to fill out this form.

Required fields for each person

First Name
Last Name
Mailing address, city, state, zip
One phone number
Email address (If the church leader does not have an email address, please use the church email address. Keep in mind that if you do this, all emails to the church email address that are applicable to that church leadership position need to be printed and given to that person.)

Required leadership positions

Lay Member of Conference
Church Admin/Council Chair
Finance Chair
Staff/Pastor-Parish Relations Chair
Board of Trustees Chair

Information for Multi-Church Charges

Although this form is entitled "Charge Conference Summary," each church in the charge needs to supply the information in the dashboard for that church. If a position is filled only on the charge level (Lay Member to Conference, for example), please be sure to select that person only in the leadership report for the church where they attend. 

What will the Conference do with this information?

  • Lay members will receive the Call to Conference each year, along with email communications regarding annual conference.
  • Treasurers and finance chairs will receive important information from our conference CFO or others in the department.
  • Chairs/leaders of certain committees will receive targeted email messages applicable to their position.
  • Folks within the conference and districts will be able to reach out to your leaders in appropriate, position-specific ways.
  • Email addresses will only be shared with conference staff, committees and for use as described above.