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So You’re Moving – Itinerant Clergy Checklist

This is a checklist of tasks, information lists, and helpful actions which you should complete before your moving day. This will help the new pastor to get his/her feet on the ground immediately and serve the congregation in a more adequate way than moving in uninformed.

Your reimbursement check for moving expenses will not be issued until this form has been fully completed and submitted to the District Office. If this is your first appointment in the NC Conference you are not required to complete the “So You’re Moving Checklist”.

A copy will automatically be forwarded to your District Superintendent, your Administrative Assistant to the DS and the District Office.

In addition, you should forward copies of this form (you’ll receive a complete copy via email when you submit it) along with any required lists or other documentation to:

  •  The incoming pastor
  •  The Chair of your sending church’s Pastor/Parish Relations Committee
  •  The Chair of your sending church’s Board of Trustees

You may click the link below for a planning tool of this form. This download is a pdf version tool for planning purposes only. This tool will help identify the types of information required for this form. Once this form is started you may not put in on hold and return to it.   

So You are Moving Itinerant Clergy Planning Tool – updated 2021

2022 So You're Moving - Itinerant Clergy Checklist

"*" indicates required fields

Step 1 of 7

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You are asked to print(*) the pdf version of this form and deliver copies of it along with any required lists or other documentation to:

- The incoming pastor

-The Chair of your sending church’s Staff/ Pastor Parish Relations Committee

-The Chair of your sending church’s Board of Trustees

*Alternatively, you may choose to forward the copy of your form (which you will receive via email shortly after you submit it online) to the necessary parties with the required lists as attachments.

Pastor Full Name*
Pastor Email*
Sending District*
The next section of the form will ask about items related to church administration - lists you should leave for the incoming pastor. Click "next: when you are ready to continue.

CHURCH ADMINISTRATION

(Lists to leave for the incoming pastor.)
1. Does the church have a software system for Membership and Finance?*
Name (First and Last) and contact information.
2. List of church employees with a brief outline of their duties.*
Please include each employees contact information
Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

Call this District Office or your AADS if you need assistance with creating your attachments.

Drop files here or
Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
    3. List of Sunday School teachers, Youth Leaders, other church program volunteers*
    Anyone who serves in an unpaid position of leadership including Church Council Chair, Trustees Chair, etc.
    Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

    Call this District Office or your AADS if you need assistance with creating your attachments.

    Drop files here or
    Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
      4. Up-to-date membership rolls and pictorial directory (if available)*
      Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

      Call this District Office or your AADS if you need assistance with creating your attachments.

      Drop files here or
      Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
        5. List of shut-ins*
        Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

        Call this District Office or your AADS if you need assistance with creating your attachments.

        Drop files here or
        Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
          6. List of those needing close pastoral care (recent deaths, seriously ill, etc.)*
          Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

          Call this District Office or your AADS if you need assistance with creating your attachments.

          Drop files here or
          Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
            7. List upcoming scheduled weddings, baptisms and other events in the life of the church*
            Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

            Call this District Office or your AADS if you need assistance with creating your attachments.

            Drop files here or
            Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
              9. List of youth for next confirmation class?*
              Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

              Call this District Office or your AADS if you need assistance with creating your attachments.

              Drop files here or
              Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                10. List of church calendar events for the next 6 months*
                for example: scheduled craft fair, BBQ, Youth events, etc.
                Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                Call this District Office or your AADS if you need assistance with creating your attachments.

                Drop files here or
                Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                  11. How does the church keep records for minutes from church meetings?*
                  or at least duties the exiting pastor has been doing that may need to be reassigned.

                  Please include any contacts/ details that you see would be helpful.
                  The next section of the form will ask about items related to Worship - information you should leave for the incoming pastor. Click "next: when you are ready to continue.

                  WORSHIP

                  Please include places, types - ie: indoor, outdoor, virtual / Traditional or Contemporary or specific to a group
                  2. List of all worship volunteers with regular responsibility(ies)*
                  examples: Head Usher, scripture reader, worship leader, etc...
                  Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                  Call this District Office or your AADS if you need assistance with creating your attachments.

                  Drop files here or
                  Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                    3. List of traditional seasonal observances, with comments and descriptions.*
                    in addition: Which group in the church is responsible for initiating planning?
                    Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                    Call this District Office or your AADS if you need assistance with creating your attachments.

                    Drop files here or
                    Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                      4. List of usual Communion dates and new member Sundays.*
                      Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                      Call this District Office or your AADS if you need assistance with creating your attachments.

                      Drop files here or
                      Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                        5. Order of Worship*
                        Leave or scan and send several bulletins. Some form the different seasons would be appreciated.
                        Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                        Call this District Office or your AADS if you need assistance with creating your attachments.

                        Drop files here or
                        Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                          6. Current Worship Responsibilities for the Pastor*
                          ie....bulletins (creating/ printing/ uploading), live streaming, PowerPoints/slides (creating/ uploading), uploading service to Facebook or Vimeo, etc.
                          Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                          Call this District Office or your AADS if you need assistance with creating your attachments.

                          Drop files here or
                          Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                            7. List of Services and Experiences Shared with Surrounding Churches*
                            Please include names of pastors and worship leaders with contact information.
                            Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                            Call this District Office or your AADS if you need assistance with creating your attachments.

                            Drop files here or
                            Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                              8. Additional Community Contacts

                              Examples to include are School(s), Food Bank, Group Homes

                              Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                              Call this District Office or your AADS if you need assistance with creating your attachments.

                              Drop files here or
                              Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                9. Leave or scan and send the last two newsletters*
                                Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                Call this District Office or your AADS if you need assistance with creating your attachments.

                                Drop files here or
                                Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                  The next section will ask about matters pertaining to church policies & communications. Click "next" when you are ready to continue.

                                  POLICIES & COMMUNICATIONS

                                  1 . Leave a list of building and use policy(ies)*
                                  For members of the church and for individuals or groups outside the membership of the church who wish to use the building

                                  (ie: open hours, use of the building(s) by others, wedding policies, who locks up, etc...)

                                  Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                  Call this District Office or your AADS if you need assistance with creating your attachments.

                                  Drop files here or
                                  Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                    2. List of Non-church groups who use the church facilities*
                                    examples are: Scouts, AA, another church, NA, etc...
                                    Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                    Call this District Office or your AADS if you need assistance with creating your attachments.

                                    Drop files here or
                                    Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                      3. Safe Sanctuary Policy*
                                      Does your church have one?
                                      3a. Leave a copy of safe sanctuary policy*
                                      Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                      Call this District Office or your AADS if you need assistance with creating your attachments.

                                      Drop files here or
                                      Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                        Include name and contact information.
                                        When was the last time Safe Sanctuaries compliance training was held?
                                        4. Financial Policy(ies) or Internal Control Policies*
                                        Does your church have policies?

                                        For example: Stewardship campaign, Memorials, Donations, Offerings/ Tellers , etc.
                                        Copy of Finance Policy(ies)-
                                        Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                        Call this District Office or your AADS if you need assistance with creating your attachments.

                                        Drop files here or
                                        Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                          5. Cemetery*
                                          Does your church have one?
                                          Copy of Cemetery Policy -
                                          Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                          Call this District Office or your AADS if you need assistance with creating your attachments.

                                          Drop files here or
                                          Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                            6. Other policies that haven't been mentioned*
                                            example: Personnel Handbook
                                            7. Please list the types of Social Media that you and the staff use*
                                            examples to include: newsletter(s) [email/ snail mail], Facebook, Instagram, Twitter, Website(s), podcast(s), streaming services

                                            PLEASE include who is responsible for updates and maintenance.

                                            Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                            Call this District Office or your AADS if you need assistance with creating your attachments.

                                            Drop files here or
                                            Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                              8. Vision & Mission statements*
                                              Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                              Call this District Office or your AADS if you need assistance with creating your attachments.

                                              Drop files here or
                                              Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                                The next section will ask about matters pertaining to the church property. Click "next" when you are ready to continue.

                                                The Church Property

                                                1. Does the church property have a security system?
                                                Any of the properties
                                                Security Company, Company's Contact Info, anyone in the congregation that has the passcode(s) - any additional information that you feel is necessary.
                                                2. Leave a set of well identified keys.*
                                                include the number of keys,

                                                to what they open,

                                                along with the process of how they were exchanged (Date, time, in person, on desk, in a drop box)

                                                3. Leave a list of future maintenance needs as discussed by the Trustees and/or observed by the pastor.*
                                                Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                                Call this District Office or your AADS if you need assistance with creating your attachments.

                                                Drop files here or
                                                Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.
                                                  Who is the church historian? If not an elected office, who is the best person(s) to share the history of the church?

                                                  Include Full Name, phone, and email.
                                                  If you are moving out of a parsonage, the next section will relate to items specific to the parsonage. If you are not moving out of a parsonage, the next section will relate to finance matters. Please select the appropriate designation below to be redirected to the proper section of the form.
                                                  Does your church own a parsonage?*
                                                  Hidden
                                                  Do you live in the parsonage?*
                                                  Hidden
                                                  Is the parsonage rented out?*

                                                  Parsonage

                                                  Items to leave for the incoming family.

                                                  If an item does not apply to your situation, please select "Not Applicable".

                                                  1. Set of labeled parsonage keys.*
                                                  include the number of keys,

                                                  to what they open,

                                                  along with the process of how they were exchanged (Date, time, in person, on desk, in a drop box)

                                                  2. File of appliance folders (furnace, refrigerator, dishwasher, dehumidifier, air conditioner, etc.) including records of recent repairs and/or recommended service providers.*
                                                  3. Clearly label circuit breakers*
                                                  4. Leave your forwarding address and new phone numbers.*
                                                  In addition - make sure that you have made the change in YOUR personnel part of the Online Data Control System.
                                                  5. Provide "move out" cleaning of the pastor's parsonage.*
                                                  It is the responsibility of the pastor to thoroughly clean the parsonage before your move.
                                                  7. Does the church need to make any repairs or refurbishments before the new pastor moves into the parsonage?

                                                  8. Do you owe the church for electricity, fuel, or other personal items?*
                                                  If so, have you made arrangements to pay for these?*
                                                  9. Have you filled the fuel tank?*
                                                  2016 NC Conference Journal, p. 211 (paragraph 3, sub paragraph d) states: "If an inspection by the District Superintendent and the Pastor-Parish Relations Committee or the Parsonage Committee reveals monetary needs for cleaning or repairs, or for having the fuel tank filled, the remaining balance of the moving expense due said pastor shall be made payable to the respective district to pay for needed cleaning or repairs."
                                                  10. Are all utilities in the name of the church to avoid interrupted service & connection charges?*
                                                  11. Provide someone to welcome incoming pastor & family when they arrive.*
                                                  The next section of the form will ask about items related to finance - lists you should leave for the incoming pastor. Click "next: when you are ready to continue.

                                                  Finance

                                                  The Pastor should make every effort to complete or ensure the completion of the 2021 Annual Audit before moving day.

                                                  Please enter the date completed below.

                                                  2. Upload current budget, balance sheet, income & expense report.*
                                                  If delegated, include who in the church can supply these to the incoming pastor.
                                                  Please upload your jpg, gif, png, or pdf file here. You are also asked to leave a copy for the incoming clergy. The file must be 47 MB or smaller.

                                                  Call this District Office or your AADS if you need assistance with creating your attachments.

                                                  Drop files here or
                                                  Accepted file types: jpg, gif, png, pdf, Max. file size: 47 MB.

                                                    THANK YOU FOR COMPLETING

                                                    Email of person who completed this form.*
                                                    This field is for validation purposes and should be left unchanged.

                                                    Contact Information

                                                    Lou Braswell Jennings
                                                    Director of District Administration
                                                    ljennings@nccumc.org

                                                    Amy Outlaw
                                                    District Communications
                                                    Web Administration
                                                    aoutlaw@nccumc.org
                                                    districtrequests@nccumc.org

                                                    Caroline Jackson
                                                    Administrative Assistant
                                                    AADS Liaison
                                                    caroline.jackson@nccumc.org

                                                    Trudy Artis
                                                    District Assistant
                                                    Receptionist
                                                    tartis@nccumc.org

                                                    700 Waterfield Ridge Place
                                                    Garner, NC 27529

                                                    919.779.9435
                                                    888.661.4941
                                                    919.882.8460 (fax)

                                                    NC Conference of The United Methodist Church · 700 Waterfield Ridge Place · Garner, NC 27529
                                                    Phone: 919.779.9435 · Toll-free: 888.661.4941 · Fax: 919.882.8460

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