As we squeeze the last few precious weeks out of the summer season, it is again time to pull together what is needed for this year’s charge conferences. Here’s what you need to know.

Paperwork deadlines have changed this year – because you asked! For all churches, all reports are due on September 30.

There is also one central place to submit reports – the Arena online reporting database. Each appointed pastor, church council chair, trustee president, SPRC chair, lay leader, treasurer, finance chair, and church administrator/secretary will have received their own individualized login for Arena. That said, it is the pastor’s responsibility to make sure all paperwork is completed and submitted on time so, pastors, remind your people early and often!

Most reports can be filled out directly in Arena. There are a few you will need to either download and fill out (fund balance report, clergy compensation report) or create from scratch and then upload to Arena (treasurer’s report, 2024 church conference minutes, any 2025 special charge conference minutes). If you are a Christ Servant Minister or Certified Lay Minister, you’ll need to download and fill out an annual report.

The clergy compensation report will be made available as soon as the Benefits Team has ensured it accurately reflects new Compass changes for 2026. But you can begin to have conversations about salary figures for appointed pastors now.

When it comes time to print and provide charge conference materials, you do not need to print out everything from Arena, just the summarized charge conference report, nominations report, report of the pastor, clergy compensation report, previous year charge conference minutes and special charge conference minutes. Please also include Christ Servant Minister and Certified Lay Minister annual reports in the packet. Make enough copies for members attending the conference and for the presiding elder.   

If you have any questions about paperwork, please reach out to your Regional Administrator as soon as you can. In the North-West region, that’s Karen Benner kbenner@epagnj.org, and in the South-East region, Lisa Romano (lromano@epagnj.org).

If you need support using Arena, please submit a ticket. All these details, along with additional resources for a smooth and fruitful charge conference are available here. Please keep an eye out for charge conference schedules, agenda, and clergy compensation form to come.

Remember, charge conferences are a time for reviewing, evaluating, and setting goals for the mission and ministry of the church and for doing necessary church business so that we can all keep making disciples of Jesus Christ for the transformation of the world. Happy holy conferencing!