All Board Members

Duties 

• Attend monthly Board meetings
• Report on matters relating to their area
• Help out in other ways as needed
• Act as a spokesperson and advocate for KNN

President

President

Duties 

• Leads and organizes the Board of Directors
• Establishes calendar consensus for monthly BOD meetings
• Leads monthly board meeting (Roberts Rules of Order guidelines)
• Directs BOD focus on meeting objectives and setting goals
• Collects monthly reports and prepares monthly BOD meeting agenda
• Working with BOD, appoints Board positions as needed throughout the year
• Approves all bills and reimbursements before being paid by the Treasurer. In January, visits the     bank with the Treasurer already on file to sign new account agreement and check signature card.
• Trains the Vice President on overseeing the Neighborhood Representatives
• Writes and submits articles for the KNN and KPOA newsletters and external publications (e.g., Beyond the Links)
• Serves as ex-officio member of all KNN Committees while President
• Reviews/approves all outgoing communication
• In June or July, appoints the Chair for the Nominating Committee (responsible for selecting the proposed slate of officers for the following year)
• In October, works with KCC and KNN Vice-President and Program Chair to set event dates for the following year
• Writes thank you notes and other correspondence as appropriate

Event Duties 

• Acts as host, introduces special guests and assists either the Vice President or Membership Chair in introducing new members
• Thanks KCC staff, Decorating Committee, Vice President, and Entertainment Chair
• Introduces Entertainment Chair who will describe the entertainment for the evening
• At final party of the calendar year, conducts annual business meeting (new Board vote or vote of confidence)

Updated 3/1/2022

Vice President

Duties 

•  Attends monthly Board meetings and presides at the meeting in the absence of the President
• Reports on the activities of the Neighborhood Representatives (NRs)
• Assists the President and other Board members as needed in Board projects
• Plans meals with KCC event coordinator and the Chef for 3 parties, 3 patio parties (same menu for all), and the annual Volunteer Appreciation Luncheon
• Succeeds as President the following year
• Purchases "thank you" gift to give to the President at the Volunteer Appreciation Luncheon 
• Acts as a leader and spokesperson for the KNN organization

Duties as organizer of the KNN Social Events

• Meets with Kenmure Country Club representative to determine menus, room setup (microphone, podium, etc.), valet, and any other setup requirements prior to each event or party
• Designs KNN invitation to parties with help from the Database Chair
• Plans seating charts for parties
• Sends list of KNN part registrants to KCC Event Coordinator
• Contacts non-KCC party registrants to remind them that a credit card needs to be registered at the club 72 hours before parties
• Sends seating arrangement to Communications Chair for name tags
• Arranges for Greeters such as NRs or Board Members to welcome everyone as they come to the parties and patio parties
• Coordinates with Communication Chair for the printing of name tags for the parties and   the invitations for the Volunteer Appreciation Luncheon
• Addresses and mails out invitations to volunteers and receives responses back for the Volunteer Luncheon
• Purchases special "gifts" to give the volunteers at the Volunteer Luncheon and presides at the Volunteer Luncheon
• Updates KCC on final count for Volunteer Luncheon
• Sends thank you notes via email to KCC staff for the KNN parties, patio parties, and luncheon

Other Responsibilities

• Coordinates with the Decorating Chair about volunteers for the Committee & any new members who have volunteered to help with decorating
• Recruits new NRs as needed and coordinates their website training with the Database Chair
• Obtains a photo of any new NRs to add to the website and the newsletter
• Set up NR meeting at the beginning of the new fiscal year to review the NR job description and share ideas; instruct NRs to email and call new members within 2 weeks of receiving the new member announcement from the Membership Chair
• Maintains written documents and instructions relating to NRs on the KNN website with the help of the Database Chair
• During each activity rotation period, confirms that NRs will contact all non-registered members in their neighborhoods (the list of unregistered members will be emailed to the Reps by the Data Volunteer with a copy also going to the VP)
• Arranges for a substitute for any NR who is unable to fulfill their duties during one of the rotations
• Verifies that NRs have contacted by phone any "no email" members in their areas regarding social events and activity registrations
• Arranges for a volunteer from outside of the Board to perform the year-end accounting reconciliation and verification procedures prior to turning over the financial records to the new Treasurer

Updated May 3, 2022

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Secretary

Duties 

• Records minutes at monthly Board meetings
• Brings the file of the minutes for both the last and current year to each Board meeting for reference
• Transcribes the minutes and distributes same to the Board members for review and comments
• Makes any necessary changes to the minutes and redistributes the final version to the Board
• Maintains historical files for the current year of the final Board minutes, Treasurer Reports, and other reports distributed for each Board meeting 
• Maintains permanent KNN files at the KPOA office

Updated April 5, 2022

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Treasurer

Duties 

• Acts as custodian of the funds

• Disburses funds that have been approved by the President

• Collects and deposits dues and other funds received

• Works with Database/Website Chair to set up annual dues reminders

• Coordinates with person responsible for year-end accounting reconciliation/audit for verification process

• Prepares proposed budget for the next fiscal year, fiscal year is designated by the calendar year February 1st through January 31st

Change of Fiscal Year

• Informs bank of new officer changes for the offices of President and Treasurer

• Signs new account agreement and resolutions with the bank including signatures from the President and Treasurer
• Signs new check signature cards that include signatures of the Treasurer and President
• Submits IRS form yearly, preferably by the 1st of October with new KNN President's name establishing a "Responsible Party" with the IRS
• Contacts local insurance company yearly and provides a list of new KNN Board Members and their positions, designates new Treasurer as point of contact, monitors KNN Liability Insurance via portal
• Sends out a new authorization/reimbursement form with the new President listed at the start of term, forward to all KNN Board Members, Neighborhood Reps. and Arts and Adventure's Leaders.

End of Term

• Schedules year-end accounting reconciliation and verification process before accounting records change hands
• Prepares proposed annual budget for the next year for review by the Board in January, outgoing Treasurer attends February Board Meeting for approval of new budget
• Prepares end of year budget report analysis for the current year
• Arranges a training session with new Treasurer
• Delivers checkbook and records to new Treasurer
• Stores the hard copy of the audit letter and all authorization/reimbursement forms along with supporting documents and monthly statements in KNN file at KPOA office

Monthly

• Pays bills and reimburses documented expenses that have been previously approved by the President
• Collects new member and renewal dues, verifies online waiver is initialed and dated, and activates membership prior to depositing check
• Reconciles the bank account monthly 
• Prepares a monthly report on the ending cash balance, and a report on income and expenses comparing to budget, sends to all Board Members prior to monthly meeting
• Sends email to President, Membership Chair, and Database/Website Chair and Communications Chair when check has been posted for dues from a new KNN member 

Finance Committee

Consists of President and Treasurer

Updated 02/01/2022

Activities Chair

• Duties:

• Recruits, trains, and communicates with Activity Leaders
• Organizes new activities and deletes old activities as interests of the membership change.
• Keeps abreast of problems and complaints concerning activities and tries to smooth out problems arising whenever possible.
• Responds to correspondence received and copies the President and/or other board members as necessary.
• Helps write/edit activity descriptions both for the website and group mailings.
• Reviews activity group assignments looking for glaring anomalies..
• Uses the KNN website group email system to communicate with groups as needed
• Ensures all Activity Leader positions are filled before the new Board takes over   

• Responsibilities:

• Attend all monthly board meetings
• Keep in touch with Activity Leaders:  Help AL leaders utilize the website email system.
• Prior to a new rotation, go over the assignments for all activities to spot any possible issues or changes needed.
• Once the assignments for the new rotation go out, any changes to the rotation should be handled by the AL.  If the person requesting the change contacts the chair, refer them back to the AL if possible.
• f a new activity is suggested to replace an old one, the chair should determine the interest in the new activity and discuss with the board its feasibility.
• Keep both Communications Chair and Database Chair up to date on any changes to Activity Leaders and members names and emails.  If any changes in groups in the rotation, notify the Database Chair.
• Contacts Arts & Adventures team monthly for updates on their planned events.

Updated 10/04/2022

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Communications: Newsletter Chair

• Duties - Newsletter

  • Requires person being comfortable with computers and being able to use (or be trained) in the use of Microsoft Word and Microsoft Excel, and/or other software to produce the newsletter.
  • Notifies Board members of the deadlines to submit items for each edition of the newsletter via a “newsletter submission list,” which is created in Excel.
  • Prepares 4 newsletters a year; published in March, June, September and December, which include the items listed below.

  o   President’s letter

  o   Volunteer Spotlight article, including photo (from President)

  o   Verify list of Neighborhood Representatives (from Vice President)

  o   Next KNN party info (menu and party details from Vice President)

  o   Info about party entertainment (from Entertainment Chair)

  o   Verify list of Activity Leaders (from Activity Chair)

  o   Chart of newest members since last newsletter (from Membership Chair)

  o   Creates a theme for each newsletter and prepares a letter for the Database Chair to send to members, asking for photo submissions to support that theme. Then collects and organizes received photos and includes them in the newsletter as a special themed section pictorial.

  o   Any other items that are mentioned at the Board meeting

  o   List of current Board Members

  o   Include “Save the Date” for future events

  o   Include dues reminder in October edition

  o   In December, announce new Slate of Officers for upcoming year. Then post a photo of the new Board in the first newsletter of the next year, in the March.

   Proofreads all article submissions and makes corrections as needed. Submits the updated newsletter to the Board for review, then resubmits the newsletter to the Board for final review.  

  • Completes newsletter process by saving it as a PDF file and emailing it, along with addresses of those that need to be printed and mailed, to the printer.  The printer will print, fold, stamp and mail out the newsletters to those addresses.
  • Ensures the Database Chair has a copy of the final newsletter, so that they can post it to the KNN website.
  • Coordinates with Vice President for the printing of the invitations for the Volunteer Appreciation Luncheon.
  • Submits requests for payment for newsletter printing reimbursements to the Treasurer.

  Duties – Communications & Other

   On a monthly basis, sends the appropriate person at Kenmure Country Club (KCC) information regarding upcoming KNN events for publication in KCC’s newsletter, The View.

  • Creates spreadsheet of list of registrants attending KNN parties, in order to identify who is a new member since previous parties. This is necessary for name tag creation.
• ·       Creates and prints name tags for all KNN event attendees and line dancing classes, ensuring there is a clear distinction between new KNN members, and those who have been members that have attended previous parties.
• ·       Submits Reimbursement Form for payment of name tag printing.

• As Admin for private Kenmure Newcomers and Neighbors Facebook page:
• • Posts notifications of upcoming KNN events, photos from past events, and any other pertinent info regarding KNN
  • Vets any new member requests, to ensure they are residents and/or lot owners of Berwick Downs.
  • Monitors conversations to ensure they abide by the KNN Facebook page Terms of Service.

Updated 9-6-2022

Database/Technology Chair

Duties

• Acts as Administrator for the KNN external database and KNN website
• Maintains the external KNN database with current information
• Works with programmer to keep the external database program current
• Maintains and updates the KNN website
• Synchronizes the KNN website with the KNN external database
• Supervises the Activity Selection process and the Data Volunteers
• Coordinates activity assignments with Activity Chair and Activity Leaders and works with them to resolve conflicts
• Assures that new rotation assignments reach membership in a timely manner and resends activity packages as needed
• Sets up the events process on the website for activity rotations and parties
• Monitors activity registration and party reservations
• Provides reports to the President and Board
• Documents new member applications as they are received
• Trains new Board members and Neighborhood Reps on the use of the KNN website
• Supports and assists the KNN Board and membership as needed.

Updated 9-6-2022

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• Membership Chair

  Duties

• Maintains contact with KPOA to learn about new residents in Kenmure and welcomes them on behalf of KNN
• Cooperates with and notifies neighborhood representatives of new residents to welcome in their area of Kenmure
• Contacts and follows leads from other members for potential new members of KNN
• Contacts prospective members by phone, email or letter
• Describes to potential members the benefits of membership, eligibility requirements for membership, and the KNN activities that are available
• Explains and assists with the online membership application, providing a written application when necessary
•  Instructs new members that membership will be approved upon receipt of their completed application form and their dues check
• Following notification from the treasurer that a new member’s dues check has been posted, introduces new members via an email blast to the membership, recognizes them at the next KNN party event, and highlights them in the newest members chart of the quarterly newsletter
• Contacts and welcomes new members
• Encourages new members to sign up for activities, dinner, and social events
• Asks new members to keep their website profile current
• Explains the “Member to Member” program
• Upon notice from the database chair, writes courtesy letter to KNN members whose grace period to join KCC is expiring.  Sends copies to KCC  member services and the general manager.

Updated July 7, 2022

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Entertainment Chair

 

DUTIES

•   Attends monthly meetings

•   Plans and coordinates entertainment for 3 KNN PARTIES usually in the Charleston Room Spring-Summer-Fall and 3 KNN Neighborhood Patio parties in August

•   Books bands for Spring and Summer parties as soon as schedule is set by President and Vice President

•   Confirm specifics with the band and secures a price.  Discuss with board cost/budget.  Once agreed upon, have contract signed with you as KNN agent.  Use our contract unless band has their own. Some bands require a deposit, email Treasurer with a cc to President and Vice President requesting same.

•   Confirm with band periodically throughout the year.

•   Writes description of entertainment for KNN emails and Newsletter.

•   Submits request for payment of Entertainment to Treasurer.

•   Submits summary report of expenses throughout the year

•   Works with KCC event planner to understand where band sets up and time/action for band, play light music during cocktail hour and order the band’s dinner

•    Make sure band knows to go to Front Gate and alert the Gate of their arrival

•   Typical Time Line:                          

Band will be set up by 5:30  

6pm cocktail party and band eats . Usually light music over sound system.

7pm dinner is served,  possible brief meeting of KNN introducing new members

Just as dessert is being served band goes on stage, and you introduce the band. 

•   Give band their check at their break

For the Patio Parties :  usually an individual playing background music.  Meet a few weeks before to show where to set up.  They should be set up by 5:30 for a 6pm start.

Updated 12-6-2022