Moving Questions & Answers Frequently asked questions and answers to assist a moving pastor and his/her congregation in preparing for and completing a move. Question 1: When does the new pastor visit the new appointment? The new pastor and family generally are invited by the superintendent to be present for the Appointment Introductory Meeting (AIM) with the Staff/Pastor Parish Relations Committee (S/PPRC). If this IS NOT possible, it is recommended a visit to the new charge be done only upon invitation of the S/PPRC of the new charge and the present pastor. It is recommended that such visits be made sometime after Easter. Question 2: When will the pastoral appointments be announced? a. Local Church Announcement The date for the announcement in the local church of a pastoral appointment is determined by the two district superintendents in consultation with the pastors. (This is to assure the announcement of an incoming pastor is not made before the announcement of the appointment of the outgoing pastor.) The person to make the announcement will be decided in consultation with the district superintendent. It would be appropriate for the chairperson of the S/PPRC to make the announcement. b. Public Announcement A press release should be prepared by the pastor and the SPRC A sample press release is available on the conference website at this link: www.iaumc.org/2018movepacket Question 3: What is the cut off date for salary in the present charge? The cut off date for salary for those moving at Annual Conference time is June 30. The pastor s present charge should pay him/her through June 30, even if the move occurs before then. The new pastor s pay period will begin July 1. Question 4: What about a tax sheltered annuity? Arrangements for payments to your Salary Reduction/Tax Deferred Annuity that are not a part of the Conference pension program will need to be made by the pastor with the treasurer of the new charge. Question 5: What is the Pastoral Support/Salary & Benefit package? Pastor s support paid by a local church usually stays the same in the appointment making process. Pastoral support is set by the Charge Conference for the calendar (fiscal) year. It is set for the position of the pastor of that charge, which includes the pastor currently appointed or whoever may be appointed as successor. Sometimes there may be reasons to change the pastoral support paid by a local church. In that case, a special Charge Conference will be called to consider a pastoral support change. A pastoral support verification form is to be used in each appointment at the AIM to verify how support is to be handled. Question 6: What do I need to know about a move? a. If I am moving within Iowa, what is the first thing I should do? Complete the Move Authorization Form that will come to you via an email link. b. Will I need to get an estimate for my move? Hawkeye Moving Services, Inc. will provide an estimate by coming to your residence to conduct a survey of the items they will be moving for you.
c. What are the IRS tax implications for my move? 1. Federal and State Income Tax: Beginning in 2018, under Internal Revenue Code, the amount paid on your behalf by the Conference for moving expenses will be considered taxable income. 2. Self Employment Tax (Social Security): The moving expense reimbursement for for clergy may be taxable for self employment tax purposes. Consulting a tax advisor on this question is the best approach for your specific situation. 3. You may need to adjust your remaining estimated tax payments to allow for a "larger" income by tax law definitions. If you pay enough on your estimated tax, penalties will be avoided. d. What is the insurance coverage for my move? The Conference will pay up to a valuation of $100,000 with a $500 deductible. You may obtain extra coverage for your move at your own expense. If damage occurs during your move, report the damages to your moving company immediately, and follow their insurance procedures. e. What are the limits that the Conference will pay for a move? The Conference will pay the expenses for moving household goods up to 14,000 pounds and will pay a maximum of $750 for cartons, packing and/or unpacking expenses. Clergy couples, if both are moving, could receive an additional $500 for packing and/or additional stops. f. If I am over the weight limit and packing allowance, how is the difference paid? Any excess of either the pounds or packing cost is your responsibility. The extra cost will be billed to you by the mover or you may need to pay the mover before unloading starts. These are questions you should ask the mover concerning their payment policy. g. Can a mover refuse to move my household goods? Yes, if the residence is found unsatisfactory, the mover will contact the Conference and the move will be subject to cancellation until it is corrected. Residence must be free of insects and animal waste. h. What happens if the movers arrive and we have not finished our move preparations? 1. The movers will begin to do packing necessary to complete the move. You will be billed for this service payable before the mover unloads at the new location. 2. Or, the mover will cancel the move. You will then need to immediately contact your D.S. to explain why the move will not occur that day. i. What heavy or bulky items will the Conference pay for in our move? See the 2017 Move Policy. j. What is acceptable packing material? Boxes only! In order to keep your charges under the $750 packing/material limit, you may use your own boxes. k. What do I do with the IRS Form 8822? Complete and mail it back to the IRS to the address on the back of the form. The purpose is to notify the IRS of your change of address. See IRS Form 8822 in the Moving Packet FORMS section or go to http://www.irs.gov/pub/irs pdf/f8822.pdf. l. What does the Treasurer s office do once it receives the Move Authorization Form? It authorizes the Treasurer s office to pay the move once it is received. The bill cannot be paid until this is received! Late charges due to non payment will be forwarded to the clergy. m. If I have additional questions about my move, who do I contact? Contact the Cabinet Move Coordinator: Rev. Kiboko Kiboko at 319 365 6273 or Kiboko.kiboko@iaumc.org or Rev. Tom Carver at 712 732 0812 or tom.carver@iaumc.org Question 7: What about an assigned move date? a. Assigning a Move Date Accomplishes Two Objectives 1. The Conference Council on Finance & Administration, in negotiation with the moving company, is acting to lower the cost of moving pastors. Spreading moves over a three week period lowers overall costs. 2. Local churches request time to clean and do other work in parsonages between pastors moving out and in. Moves will be planned, as much as possible, to allow time between moving a pastor out and moving the new pastor in. Churches can expect at least 2 days of the parsonage being empty to allow for work to be done. If more than 2 days are desired, please indicate that on the initial parsonage inspection form.
b. Pastors moving at Annual Conference time will move in a three week period. The moving weeks will be June 18 July 7. The number of moves in any given series will affect the timing of your move. You will receive an email letter from the Cabinet near the first week of May with the move date that has been assigned to you by the Cabinet Move Coordinator. For questions or more information, contact the Cabinet Move Coordinator, Rev. Kiboko Kiboko at 319 365 6273 or Kiboko.kiboko@iaumc.org or Rev. Tom Carver at 712 732 0812 or tom.carver@iaumc.org. Question 8: As I move, what do I need to know about pension and health benefits? a. What must I do if I am moving within the state (from one appointment to another)? A packet will be sent to you from the Benefits Office. You will need to complete the forms and return to Linda Remster, Human Resources, within 30 days of receiving them. Any questions may be directed to her at 515.974.8921. b. How do I enroll in pension, health insurance, flex plan, HRA and/or HSA, if this is my first Iowa appointment or first ¾ or full time appointment? The Benefits Office will be sending you a packet of materials once your appointment is announced. If you do not receive a Benefit Packet, contact Linda Remster, Human Resources, at 515.974.8921, fax 515.974.8971, or lremster@iaumc.org. YOU MUST COMPLETE AND RETURN FORMS TO BE ENROLLED. c. Whom do I contact with questions about the pension, health insurance, flex plan, HRA and/or HSA? Linda Remster, Human Resources at 515.974.8921, fax 515 974.8971, or lremster@iaumc.org. Question 9: When is my last Sunday in my current appointment and my first Sunday in my new appointment? See the Appointment Transitioning Policy. The United Methodist Book of Worship has suggested services of acceptance/celebration of pastor. S/PPRC s are to plan this Sunday and are encouraged to utilize others to bring the message for the day (e.g. lay speakers or retired pastors). Question 10: What do I (current pastor) need to do before the move to help the incoming pastor? For a more detailed listing of things that would be helpful to an incoming pastor, see the To Do List for Pastors. a. Responsibility relating to the parsonage The current pastor and chairpersons of the S/PPRC and trustee are jointly responsible for preparing the parsonage for the next pastor. The process will include two inspections of the parsonage. The Initial Parsonage Inspection should be completed within three weeks of the change announcement and the Initial Parsonage Inspection form submitted to your district superintendent. At that time a plan should be determined for performing any work necessary to prepare the parsonage for the next pastor. If more than two days are needed, please indicate that on the Initial Parsonage Inspection Form. The Final Parsonage Inspection will occur on the day of the move after the current pastor s contents have been removed and that form is to be submitted to your superintendent. Both forms are part of the move packed found online at www.iaumc.org/2018movepacket. Pastors are responsible for damages beyond normal wear and tear. See Parsonage Damage Policy link. The contract with the movers states that if a residence is found unsatisfactory, the mover will contact the Conference and the move is subject to cancellation. Residence must be free of insects and animal waste. Loading and unloading cannot take place if floors are wet. No garbage bags will be accepted as packed items. b. Utilities and telephone The present pastor should arrange for the continuance of services until the new pastor is moved in. Also, you will need to arrange for final readings of meters to be done the day you move out. When making contact with the telephone company, request that the same number continue to be used for the parsonage. This helps greatly in keeping contacts open. Adjustment for any long distance charges during the change can be worked out between pastors.
Question 11: What about vacation time? Clergy Vacations. This policy covers all clergy under appointment to serve churches in the Iowa Annual Conference and persons in extension ministry under 344.1(a)(1). Vacations may not accumulate from year to year. Vacations. a. The vacation year is from July 1 to June 30. The clergy and the Staff/Pastor Parish Relations Committee or supervisor should discuss the vacation plans of the clergy early in the conference year. b. Clergy serving full time or less than full time shall be given a minimum annual vacation with pay based on total number of years under appointment in the United Methodist Church as follows: (1) First year under appointment: two weeks of vacation, including two Sundays. (2) Subsequent years under appointment: four weeks of vacation, including four Sundays. (3) The charge shall make available as necessary the funds for pulpit supply while clergyperson is on vacation. c. Provision for a balance of time spent between serving the local church and for other professional opportunities and responsibilities as a connectional church shall be made, since part of the leadership responsibility for working in district and conference agencies, including the Iowa Conference camping program and other connectional tasks, must be filled by clergy and lay persons. Clergy will consult with their Staff/Pastor Parish Relations Committee and the District Superintendent regarding their connectional involvement and commitments. These connectional responsibilities shall not count as vacation time. Paid Holidays. a. New Year s Day b. Martin Luther King Jr. Day c. Memorial Day d. Independence Day e. Labor Day f. Thanksgiving Day g. Friday following Thanksgiving Day h. Christmas Day i. When a holiday falls on a Sunday or the clergy s day off, it is to be observed on an alternate day within seven days of the holiday. j. Good Friday and Christmas Eve (1) These days are part of the Church s sacred days, and most clergy have major responsibilities on these days. (2) Clergy are to select another day within a seven day period of these days for their observance. Continuing Education and Spiritual Growth 351. a. The Iowa Conference requires that clergypersons earn two continuing education units each year, July 1 to June 30. b. Clergypersons shall be allowed two weeks each year (including two Sundays) and one month (including Sundays) each quadrennium for continuing education and spiritual growth, for a total of ten weeks per quadrennium. c. The education and spiritual growth opportunities need to be scheduled through consultation with the Staff/Pastor Parish Relations Committee or agencies to which they are appointed. Question 12: What about weddings scheduled after the pastoral change?
The pastor should begin now to alert couples who have scheduled weddings, or who schedule them later, of the change of pastors. Any weddings after July 1 are the responsibility of the new pastor. Question 13: What are appropriate ethical relations between pastors? Please note the following from the Code of Ethics of the Iowa Annual Conference for pastors: a. Respect the parish of another pastor. Provide service only at the pastor s invitation. All inquiries are referred to the resident pastor. b. Seek to uphold, enhance and support the work of another professional in ministry and in no way undermine their efforts to serve. c. Act with integrity in all matters of references to one s predecessor and one s successor. d. It is the responsibility of a pastor who is moving to see that persons scheduling events be made aware that a new minister is coming and will be providing pastoral services to them. Be sure to give a schedule of these events, along with names and phone numbers of persons involved, to the new pastor. Question 14: What s the role of the S/PPRC in a pastoral change? Assisting the congregation in a pastoral change: a. In a worship service one or two months prior to the present pastor's departure, explain that feelings of grief, anger, loss, etc. are normal and to be expected. (Explore and establish, if needed, grief groups for dealing with these feelings.) b. Explain the appointment process in the worship service, at the Administrative Board/Council, in newsletters, etc. Be honest about whether or not the pastor wanted to move, what the district superintendent's role is in this process, what the role of the S/PPRC committee is and the role of the Cabinet and the bishop. c. Help the congregation understand when the present pastor moves, he or she is no longer "our" pastor and should not be invited back to perform pastoral functions. Assisting pastor and family leaving the parish: a. Volunteer to help clean the house, if the parsonage family wishes help. b. Provide a party/reception/dinner on the last Sunday or other appropriate time. c. Give a love gift to show appreciation. d. Have a card shower or provide a scrapbook of letters, thanking the pastor and/or family for special ways they have ministered to individuals or families or groups. e. Have a Sunday School party for children and youth so that they may say good bye. f. Have the lay leader or S/PPRC chairperson or other lay person pray for the pastor and/or family during the last Sunday morning worship service. Consider using a "Litany of Blessing... as a part of the last Sunday's worship. See The United Methodist Book of Worship g. Provide a meal(s) on moving day for the parsonage residents. Consider inviting the movers as well. Assisting the new pastor and family coming to the parish: a. When the move has been announced, but before the move takes place, put the new pastor's name and address in the church bulletin and/or newsletter. Encourage people to send letters of welcome. (They might want to include a family snapshot, identifying each person.) b. Arrange a visit to your Charge. Correlate this with the present pastor so the new pastor/family may see the parsonage and church facilities. (This should be done sometime after Easter.) c. When children are involved, make certain the new pastor/family receives information about the school system. d. Place the new pastor on your mailing list to receive the newsletter and other mailings sent to the congregation.
e. Provide a packet of materials about the Charge. Include such things as: bulletins, newsletters, listing of officers, budget, pictorial directory (if available), history, and information on your community. Either send them to the new pastor or give them to him/her when they come to visit. f. Make arrangements for the new pastor to begin receiving the newspaper that includes news of your community. g. The S/PPRC should check with the church trustees or the parsonage committee about work needing to be done at the parsonage. Share with the new pastor how this will be handled. If painting, ask for input from the new pastor/family as to colors, etc. Arrange for cleaning needing to be done. (If, in the inspection of the parsonage, it is discovered there has been excessive damage or abuse of the parsonage, and it is not resolved with the pastor, be in contact with your district superintendent.) Remember, you will probably not have time between the moving out of your present pastor and the arrival of your new one to do much work, if any, on the parsonage. h. On moving day, volunteer to help with the unpacking. Ask if help is needed for unloading. i. Arrange for meals to be provided on moving day. (You may want to invite the moving van persons as well.) j. During the worship service on the first Sunday, consider using a service of welcome and affirmation for the new Pastor and/or family. See The United Methodist Book of Worship. Plan a reception, perhaps on the first or second Sunday following the worship service, or another appropriate time. k. Consider having the members of the congregation wear name tags for the first two or three weeks to help the pastor become acquainted. l. Consider: 1. A dinner or potluck within the first month for people to meet the pastor and/or family; 2. Arrange get acquainted coffees in various homes in the parish to provide a time to meet the new pastor/family. m. Schedule families or individuals who would invite the pastor/family out to dinner or to their home at various times throughout the first few months. Also, visits to the parsonage by church families and individuals welcoming the new pastor/family will be helpful. n. Provide assistance in locating doctors, dentists, lawn care, etc. o. If the new pastor is single, it would be helpful to introduce single professionals to him/her that are in the community or surrounding area. p. Discuss plans for vacation with the new pastor. q. Call a meeting of the S/PPRC soon after the arrival of the new pastor to see how the committee can help in the adjustment process. Share in some depth with the pastor about the Charge and its needs. r. Have a member of the congregation go with the new pastor on the first visits to shut ins and nursing home residents. s. Encourage people to always state their names when greeting the new pastor and/or family during the first month. t. Inform the Ministerial Association of the community the new pastor has arrived, so other clergy may welcome him or her and show them around the hospitals, nursing homes, etc. u. Suggest to the new pastor which pastoral visits are urgent. v. Encourage the Lay Leader, Administrative Board/Council Chairperson, Council on Ministries Chairperson, United Methodist Women President, United Methodist Men's President, and others to meet with the new pastor in the first few weeks to set up meetings, express needs and hopes, and make plans. Attitudes to be cultivated as a new pastor arrives: a. Expect the best from your new pastor. b. Avoid comparing the new pastor with the previous one. Be receptive to his/her new ideas. c. Let the pastor and family choose their own friends. d. Constantly inform your pastor and/or family of your love and support. Daily lift them up in your prayers. e. Respect the family needs of the pastor. f. Let the parsonage be a private home for the pastor. g. Recognize the spouse of the pastor as an individual. h. Do not expect the spouse of the pastor to be an "assistant pastor" working for free for the church. i. See the pastor's spouse as any other dedicated Christian's spouse and co worker for Christ. j. Recognize the right (and perhaps need) for the pastor's spouse to seek employment. k. Grant to the pastor's family the right and responsibility to serve equally in the life and
work of the church in the same ways other members do. Question 15: What is a ministry expectation workshop? This is a workshop in which the District Superintendent, the newly appointed pastor, SPRC and other key lay leadership meet to share in a process of developing expectations for ministry together. It will be scheduled at the initiative of and led by the district superintendent after the move has been made. Updated 1/2018