CW Annual Reports and Schedules

Commonwealth West Pastor and Lay: The forms & reports are newly modified & updated for 2022/2023 church year! 

Thank you for your patience!

 Submit all forms to Commonwealth West District Office:  via e-mail:   


US Postal Service: DS Megan Stowe, 53 Birchwood Drive, Holden, MA 01520  

Please Print and Post This Schedule and Track Completion of Required Reports: 

Download 2022/2023 Printable Submission Schedule Click HERE

Download Commonwealth West Church Conference Pastor Prep List  2022-2023 Click HERE

CW District CC Report Guidance for Churches

 Click (blue) underlined report name to access/download online forms.

Commonwealth West Church Conference Information Meeting  8/31/2022MP4 Video - DS Megan discusses documents needed for church conferences. Find what the difference is between a housing allowance ($ in addition to salary for a church that doesn't have a parsonage), and a housing exclusion ($ that comes from the cash salary for a pastor who may or may not live in a parsonage). For the trustees, learn about the accessibility audit and the energy audit that are required. Discover what lay positions are still needed in a one board model of leadership. Hopefully the pastor and the church committees will be  prepared for the Church Conference. 

2022 CHURCH CONFERENCE WORSHIP GUIDE AND SCRIPT - The church conference format is one of Holy Conferencing where the business agenda is blended into worshipful work. Please prepare a worship guide for each attendee. 

The church is responsible for providing the communion elements for the church conference, bulletins, and the music (suggestions of two different hymns are included in the script).

The Leader's Worship Guide is for the pastor and presiding leader and includes instructions for preparation and for the conference.

             2022 Leader's  Worship Guide -  .docx format (editing version) 

             2022 Leader's  Worship  Guide - .pdf format (recommended for Mac users)

             2022 Participant's Worship Guide - .docx format (editing version)

             2022 Participant's Worship Guide - .pdf format (recommended for Mac users)

             2022 Business Agenda - .pdf (these items correspond with the printable checklists above)

             2022 Booklet Cover - Envisioning the Beloved Community

             2022 PowerPoint Worship


Responsible for completing: Please include in CC PACKET:

Due District Office: 2 weeks prior to Clergy One on One with DS

2022 Pastoral Conversations 

Pastor NO

2022 Clergy Continuing Education Units (CEU) Record 



Due District Office: 2 weeks prior to SPRC Meeting with DS

2023 Pastoral Compensation Report Form (unsigned)

Send signed (by Pastor, SPRC Chair, Treasurer and DS) copy immediately after church conf. approval. (see instructions for church conferences held after Dec. 1).


Housing Allowance/Exclusion    Pastor DS
Annual Report of the Pastor  (PDF) (Word) Pastor YES

Parsonage Inspection 

Pastor/SPRC/Trustee DS

Helpful Resources to Complete 2023 Forms: 

2023 Pastoral Compensation Guide for minimum salary and other important compensation/benefit figures

2023 Pension Calculator 

2023 Pension Calculation Example

2023 Health Insurance Blended Rate Information

SPRC & Treasurer  

Due District Office: 2 week prior to Church Conference 2022

All Church Conference Documents need to be received at least 2  weeks before Church Conference or Church Conference will be canceled. Last year, far too many churches did not send their documentation in a timely fashion. If you are going to mail documents, please send it to 53 Birchwood Dr., Holden, MA 01520. If you are emailing documents, please email it to Thank you. We appreciate your support.

Cert. Lay Servant  /  Lay Speaker  /  Cert. Lay Minister

Lay Servant/Speaker/Minister


Annual Finance Committee Report (GCFA) (PDF) (Word)



Minutes of 2021 Church Conference 

Pastor YES

Report of Nominations & Recommendations 2023

Pastor YES

Membership Report  (include AWA and # of Members)

Pastor YES

BOOM Form 104 (if applicable)

Ministry Candidate YES

Extension Ministry  (PDF) / Retired Pastor Report (if applicable)

Retired Clergy


YTD Trustees Report (include bequests; investments and endowments used for operating expenses; parsonage sale funds used)
Trustees - Not standard report YES
YTD Finance Report and 2023 Budget (if ready) Treasurer - Not standard report YES

Update / Report on Safe Sanctuary Policy

SPRC - Not standard YES
Please include these reports below. (Due March 31 each year.)    
Fund Balance (Annual Audit) (PDF) (Word) Auditor YES
Annual Report of the Trustees (PDF) (Word) Trustee Chair YES
Annual Accessibility Audit Trustee Chair YES
Annual Energy Audit/Action Checklist (New- 2022 Annual Conference) Trustee Chair YES

Due District Office: 1 week after Church Conference

Minutes of 2022 Church Conference (PDF) (Word)

Rec. Secretary/Pastor

Minutes of all Special Church/Charge Conference held since fall of 2021 Rec. Secretary/Pastor  

Local Church Leadership Report  


Pastoral Compensation Report Form (if not sent immediately after CC approval) Signed by Pastor, SPRC Chair, Treasurer, & DS
Pastor/SPRC Chair/Treasurer  
Annual Report of the Deacon (PDF) (Word) Deacon  

Due District Office: November - DS Review Required

Mission Share Relief Application  - Due: November 20

Pastor/Finance Committee  

Equitable Comp. Grant Application - Due: November 15

Pastor/Finance Committee


Equitable Comp. Grant Application Instructions

Equitable Comp. Grant Process    

Due District Office: December 1st 

Appointment updates & profiles must be updated as needed & reviewed yearly.

Pastoral Appointment Update   



Church Appointment Update    

SPRC Chair


Clergy Profile for Mission and Ministry  



Church Profile for Mission and Ministry  



Due District Office: February 15th (and 7/31 - with a midyear Change of Appt.)

Certification of Payment Form   Treasurer/Pastor/SPRC Chair  

Due: February 14th - Submit Online (

Our conference statistician Joy Mueller has created a series of instructional videos on how to use the Ezra system.

Statistical Reporting



Due District Office: March 31st

Fund Balance Report (Annual Audit) (PDF) (Word)



Annual Report of the Trustees (PDF) (Word)

Trustee Chair


Annual Accessibility Audit  Trustee Chair YES
Annual Energy Audit/Action Checklist Trustee Chair YES

Other important and useful resources:

GCFA Insurance Worksheet Instructions (PDF)    
Minimum Insurance Requirements (PDF) revised 12.2021    

Local Church Audit Guide


Local Church Audit Guide FAQ


Local Church Audit Guide Recommended Procedures


Local Church Audit Guide Internal Control Checklist


Clergy Housing Allowance Clarification Act of 2002