Hancock State Prison Kairos Advisory Council
Meeting Minutes
August 3, 2008

Meeting began at 3:00 PM at Mount Paran Church of God. Present were: Bill Goodman, Jim Dirr, Butch Evans, Lee Hill, Jerry Kirby, Gary Lockman, Pat Miller, and Leonard Vaughn.

Bill Goodman distributed the proposed agenda for the meeting. [Item numbers below correspond to Agenda order.] Gary Lockman opened the meeting with prayer.

1. Election of Officers
The Advisory Council elected the following persons to office:
    a) Chairman – Bill Goodman
    b) State Chapter Representative – Raymond Gray
    c) State Chapter Alternate Representative – Tom Kibler
    d) Institutional Liaison – Larry Sullivan
    e) Food Control Coordinator – See Item 2 below.
    f) Outreach / Housing Coordinator – Butch Evans
    g) Fund Raising – Gary Lockman, assisted by Jerry Kirby
    h) Agape Coordinator – Tom Kibler
    i) Data Coordinator/ – Lee Hill
    j) Secretary – Leonard Vaughn
    k) Financial Secretary – Vacant
    l) Treasurer – Vacant
    m) Team Mentor Coordinator – Jim Dirr
    n) Fund./Sp. Coordinator – Vacant

2. Present and Future Team Leadership, including Advanced Kairos Training
The selection of future Team Leaders will be made at a future date. There are several talented candidates to choose from and the Advisory Council reached consensus that seniority in Kairos work should be a major factor in the selection process. Future Team Leaders will rotate through four 6-month cycles of responsibility (therefore representing a 2-year commitment), each beginning as Food Control Coordinator and moving through Observing Leader, Team Leader and Advising Leader. Lee Hill will talk to Marty Hopper to check if he (Hopper) is interested. Other names under consideration are: Tom Coursey, Roy Hewitt, John Hughes, and Leonard Vaughn.

3. Compliance Memo from Bob Astalos, National Field Representative for Kairos Chairman
Bill Goodman read aloud Bob Astalos’ evaluation of Kairos Weekend #30 (May, 2008). Bob wrote several complimentary comments that the Team is generally in compliance with Kairos standards. One notable comment is that Hancock has nudged the Team off of the standard Kairos schedule, which normally ends Thursday through Saturday night meetings at 8:00 PM, ending meetings around 5:00 PM instead; the Team will consult with Hancock to see if future meetings can be extended to the Kairos standard of 8:00 PM.

4. Finances
The officer positions of Financial Secretary and Treasurer are not filled. Basically, we have no money, as the Kairos State Treasurer handles the funds. (See Item 8 below.) Gary Lockman, assisted by Jerry Kirby, will canvass each member of the Team to discover what his church or Sunday School class is planning to contribute. We will continue to encourage all kinds of contributions to the state Kairos. All checks must be earmarked “Hancock State Prison” for our team to receive credit.

5.Outreach
Butch Evans will see to it that a representative of our team attends every Emmaus, Cursillo and Tres Dias gathering to ask for volunteers. He will also counsel with each member of our team to keep up with individual recruiting by team members. Pat Miller will work with Butch Evans to get a person to attend a future Tres Dias function.

6. Training for State Certification
The next training session will be held August 16, 2008 at Harvest Temple Church of God. Chairman Bill Goodman will send out a memo (through Lee Hill) to the Team regarding this training meeting. Butch Evans will call Don Bowen about possibly getting ID pictures taken at Hancock on a Saturday, to make it more convenient for Team members, rather than on a weekday.

7. Communication
As Data Coordinator, Lee Hill will head up directing communication to Team members and outside parties.

8. Kairos Prison Ministry Evening
All team members and their guests are invited to a Kairos Evening, a major dinner and presentation held on October 25, 2008, 5:30 PM to 9:00 PM, in the Great Hall of Mount Paran Church of God and catered by "Proof of the Pudding". This event will provide an excellent opportunity to invite people to join the Team. At the Evening, a presentation will be made by a representative of each of four Kairos ministries: Hancock, Phillips, Metro (women’s prison), and Kairos Outside. There will be no charge to attend, but a free-will offering will be taken. Proceeds will be used for future Kairos ministry efforts. Bill Goodman will serve as Master of Ceremonies for the Evening, and Beth Maycumber, State Treasurer, will make donation packets available to attendees for the four ministries.

9. Meetings Schedule
There will be four meetings of the Advisory Council per year. Generally they will be coordinated with Kairos Weekend schedules, such as holding the meetings on the Sundays of Instructional Weekends.

10. Communications with the State Board
Bill Goodman and Lee Hill will work together to supply routine information being requested by the State Board.

11. Other Business
There ensued a lengthy discussion of how Weekend #30 and previous Weekends have gone. The Advisory Council acknowledged a need to expand African-American representation on the Team. Since the Weekend #31 Leader, Pete Gonzales, could not be present for this meeting, Bill Goodman read an e-mail from Pete with specific questions he (Pete) wanted the Advisory Council to address, and Bill will discuss the Council’s answers with Pete. Bill Goodman will send out an e-mail to the Team about possibly moving Team meetings to Sunday afternoons (rather than Saturday mornings). Jim Miller has requested date recommendations for a State Committee meeting to be held in the October-November, 2008 timeframe. Bill Goodman will send recommendations. Bill Goodman will send the requested Quarterly Institutional Advisory Council Report to the State, which will include the list of elected officers (above).

The next meeting of the Hancock Advisory Council will be in late November, 2008.

Jerry Kirby closed the meeting in prayer at approximately 5:00 PM.

Respectfully Submitted,
Leonard C. Vaughn
Secretary