AC Minutes – Kairos NECX Inside

Tom Egan, Rob Roberts, Jared Malone, Jim Catt, Harry Ennis, Scott Hale, Jody Mims, Greg Watlington, Michael Turley, Harris Ennis, Ricky Poore, Cody Paul, Dean Yates

Excused:

Elgin Gonce, George Fulwider

Call to Order

Scott opened the meeting at 9:09 AM.

Opening Prayer

Jim began our meeting in prayer.

Approval of January 2025 Minutes – Tom

Tom previously distributed draft minutes of the February 2025 Advisory Council meeting for review. Tom asked if anyone had any issues with these draft minutes. No issues were raised and Tom asked for a motion to accept the draft minutes. Harry made the motion and Jim 2nd. Motion passed without exception

Financial Report – Harry / George

Harry reported that according to his records, we currently have $10,400 as a cash balance with the State. He has the details on how this is calculated and he indicated that it does not include any team fees from Kairos 45 or our recent supply order.

In addition, George sent an email to Tom asking the leadership of Kairos 45 to ensure they include our Council Name, “NECX”, on all team donation checks so they can easily be identified to our Council, when the State deposits the funds. Not identifying our Council on the check in the past has been a problem. Dean, Greg and Jody indicated that they will include our Council name on all checks from Kairos 45. More details on this were discussed during Dean’s update of Kairos 45 activities, later in the meeting.

Spiritual Director Devotion

Michael Turley is in Columbia with his church on a mission trip and was not in attendance.

Ongoing Ministry (Journey) Report

Cory and his family have experienced medical setbacks and Cory has requested that he be replaced on the Council. We are in pray for Cory and thanked him for his service.

Communications Coordinator

Jared has been involved with Kairos 45 as Advising Leader but also continues to work on getting more churches involved with Kairos in the Mountain City area.

Kairos Outside / Emmaus Liaison

Greg indicated that he has spoken to a number of individuals from the Emmaus Community and will continue to do that as part of his outreach. This has provided us with new team members in the past and continues to be our best avenue of growth for our ministry.

NECX Liaison Report

Jim once again reported that all events inside NECX need to be scheduled through Nashville TDOC and therefore need to be reported to Resy as soon as possible to ensure they are approved and scheduled by NECX Administration. After some discussion, we agreed on the following dates for our remaining events planned for 2025.

One Day Retreat between Kairos 45 and Kairos 46, Saturday, August 2^nd.

Kairos 46, fall 2025 Weekend, Thursday, October 9^th through Sunday, October 12^th.

Kairos Christmas Party, Tuesday evening, December 2^nd

Jim will communicate these dates to Resy and ensure they are scheduled through Nashville.

The certification and re-certification process for access into NECX has been modified. For those volunteers who are new on Kairos 45, they will need to begin the certification process ASAP. To facilitate this, there will be computers available at the first Team Formation Meeting today, so that new volunteers can enter their application online. Once the application is reviewed and a background check is done, the volunteer will be notified by Nashville to attend a zoom class for training. When that is completed, Chaplin Resy will require them to attend an Orientation meeting at NECX which are held once a month on Tuesday, however, Resy will work with us to get our new team members cleared to work the weekend. This process will take some time and we are doing everything we can to ensure that all new volunteers have NECX access prior to the weekend beginning on April 24^th.

Volunteers with exiting certification may need to be re-certified prior to Kairos 45. We are trying to obtain a list of those individuals, who may have to recertify, as soon as possible. If they require recertification, they will be contacted by Nashville TDOC and scheduled in a zoom class for a training update. This will again need to be done prior to the weekend.

Finally, there are a large number of volunteers for Kairos 45, which is a great problem to have. Some may be assigned to help with food distribution in the gym during the weekend. There have been issues with the distribution and control of food to the residents on prior weekends so it will therefore be necessary that when a new volunteer is involved in this activity, one of our experienced Inside Server Team Members be assigned to observe the process and how food is controlled on the weekend.

We anticipate that coming into NECX on Friday morning during the weekend will be an issue because of all of the activity at the same time at check-in. It will take a lot of time for the team to be cleared and we will try to plan to minimize the impact of this on the weekend schedule as much as possible.

Data Coordinator

Rob, who joined us via telephone, emphasized the importance of inventory control over the weekend. We are close to our weekend in April and we need help to go to storage and update our inventory records at that location.

Rob also highlighted that we need to schedule a “fresh”’ crew of volunteers at the end of the weekend, to take back and re-inventory our items to storage after the weekend. Using the kitchen crew or weekend workers doesn’t work.

We also need to take everything we have in inventory from Bethany Baptist to First Christian prior to the weekend and then return what we still need after the weekend to Bethany. We have to let David South know we want to do this and when.

Dean now has a copy of the inventory for what is in the bins, for Kairos 45.

Kairos 45 update – Dean

Dean now has confirmed 45 team members for Kairos 45 and 3 kitchen workers. He would like to also attract a few women for the kitchen and has extended phone calls to recruit.

We will need a refrigerator truck or other method of keeping food cold at First Christian as their current space in their refrigerators is limited.

All of the talks have been assigned and will be previewed at the Team Formation Weekend in two weeks from March 28^th to 30^th.

Checks from Team Members should be for $200 for team donation. They should be made out to Kairos and NECX should be written in the description area of the check. The additional $50 to offset the cost of the training weekend should be in cash or a check, made out to Greg or Jody as these funds will go directly to pay the expenses for the weekend training.

Ongoing Fundraising for Kairos Weekends

Jody is planning our next fundraiser. One option is a drive through car wash which will pay 20% from all cars washed that identify as being from Kairos. In addition, he would like to do 5 Guys again as they also indicated they would like us to come back.

Little Caesar and food trucks are options but not a good as other alternatives.

Old Business

Kitchen Manual and Weekend meals

In liu of using a kitchen manual for Kairos 45, we were able to get the kitchen team from an Emmaus weekend to work the kitchen, which is a lot better. They will develop the menu and document the kitchen process on the weekend, for future weekends.

ACT Advisory Council Training

Scott asked again how many of the Council members have attended this training and not many have. He will send out an invitation for us on the Council to sign up for this online training. This is now an annual requirement for all Council members to attend.

New Business

One-day Retreat.

This event is now scheduled for Saturday, August 2^nd and a formal request will be sent to Chaplin Resy to include it with this year’s events at NECX.

Kairos 46 scheduling

Kairos 46 is now scheduled for October 9^th through 12^th with Rickey Poore to lead. Again, this event and date will be sent to Resy to include in the annual events planned at NECX this year.

Christmas Party

Our annual Christmas Party is planned for Tuesday, December 2^nd, in the evening. This date and this event will be given to Resy for submission for events in 2025 at NECX.

Prayer Requests

Prayers for our brother Randy Lantz who has severe kidney problems and other medical issues and is currently in a rehabilitation facility.
Prayers for the upcoming 2025 weekends; Kairos 45 in April and Kairos 46 in October
Prayers for Greg’s mother and sister’s safety on their upcoming international trip.
Keep Michael Turley’s mission trip to Columbia in prayer, he will talk to over 10,000 people.
Prayers for Rickey Poore’s relative, Larry Short on his upcoming back surgery.
Prays for Jared’s mom and Jared’s family as they are going to discuss his sister getting a conservatorship for his mother, who is not cognitively doing well.

Closing Prayer

Jody ended our meeting in prayer.

Closing

Scott ended the meeting at 8:58 AM

Respectively submitted,

Tom Egan, Secretary

Tom