Data Volunteer

Position Description

• Processes activity registrations for the current rotation period
• Emails activity packets to all registered participants in the current rotation
• Maintains current database of information on both the website and pc-based software during rotation period

Responsibilities

• Runs synchronizing software between website and pc-based software to keep the membership database updated
• Synchronizes website activity registrations for current rotation with pc-based software
• Utilizes pc-based software to create host/group assignments for each activity
• Emails activity selection information to membership for use during the upcoming rotation period
• Requires (1) 5-to-6-week period per year.  Very little actual "work" time necessary during this period - approximately 8-12 hours of total "work" time spread over the 5-to-6-week period
  

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Database Assistant

Position Description

• Reports directly to the Data Chair
  

• Collaborates with the Vice President to design engaging announcements and emails for upcoming parties/events
• Works with Arts & Adventure (A&A) leaders to create effective communication for various A&A activities 
• Provides training and support for A&A team members in the Wild Apricot system
• Assists with updates in Wild Apricot as proficiency is developed
• Attendance at board meetings is a requirement
• Attends A & A meetings as requested by A&A Leaders (usually only twice per year)
• Skills
• •  Should be proficient in Microsoft Excel and MS Word
• •  Graphic manipulation skills being a valuable asset to enhance visual communications
  •  Ability to learn/be proficient in the Wild Apricot Database system 

Lead Neighborhood Representative

Position Description

• Reports to the VP

Responsibilities

• Acts as touchpoint for questions, issues, etc. for the NRs
• Maintains a list of new residents, new KNN members, and associated first contacts made by NRs
• Ensures that NR Program is working and implemented as designed. For example:
• • 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 Lead NR and 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

• On a quarterly basis (or as needed), contacts NRs to provide any program updates, reminders of duties, distributes KNN business cards, brochures, and KCC certificates, and requests feedback
• Maintains NR Training Books and conducts training of new NRs
• Provides feedback to VP on health of NR program
• Works with VP to coordinate yearly NR meetings

• Membership Chair copies the NR Lead on her monthly report to keep track of new residents and new members

• Has read access in Wild Apricot

Updated February 2026

Neighborhood Representative (NRs) (13 Positions)

Position Description

• Reports to: Kenmure Newcomers and Neighbors (KNN) NR Leader, who reports to the KNN Vice President
• Welcomes their new area residents and their new KNN members. After the Membership Chair, the NR is the KNN neighborhood point of contact for the entire term of service
• Meets with new residents to welcome and explain KNN
• Acts as a table host, when available, at KNN parties and as a Host/Greeter at their neighborhood August Patio Party
• Minimum of one year commitment
  
• Finds and trains their replacement

Responsibilities

Introduction to New Residents

• Contacts new residents who are not yet KNN members by email and/or phone within 2 weeks of receiving the copy of the Kenmure Property Owner’s Association (KPOA) New Resident Report (emailed from the KNN Membership Chair) to set up a house visit
  
• Goes to new resident’s home for introduction. Take a small gift (plant, etc.) of $10 maximum, reimbursable by KNN. Introduce new resident to KNN’s purpose and how it functions within the community. Include an introduction to the KNN website, activity rotations descriptions, the 3 times yearly activity rotations, and the new point of contact
• Invites the new resident to join KNN
• Gives the resident the KNN brochure, NR business card, and the Kenmure Country Club (KCC) Free Trial 1-Month Certificate
• Explains differences between KPOA/KCC/KNN. Give the resident the organization graphic (provided in training material) so they can understand more easily
• **Emails NR Leader, with cc going to KCC Membership Director and KNN VP when visit has been completed. Email addresses are in the training materials
  

Orientation for New KNN Members 

• A new resident may also be one that joined KNN before initial contact. If so, treat as new residents (see above)
  
• If needed, explain activity choices for rotations and direct new KNN members to the Database Team to help in signing up for rotations as needed. Do not make any entries for the member in Wild Apricot.
  
• Cautions the member about signing up for too many activities in each rotation, as it can make their calendar difficult to manage.
  
• If the timing is mid-rotation, ask the member if they are interested in getting involved with a “limited hosting” activity. If so, contact the Activities Chair and provide the new member’s contact information
  
• Inform the member that annual KNN dues payment is required by November 15. NR’s will be asked to follow up when a payment is missing
  

Annual Meeting(s)

Updated August 2025

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Member-to-Member Program

Member to Member Coordinator

Responsibilities

• Sends an email to a new member within a week of the email blast from the membership chair.   Coordinator follows up email with phone call/text to assess interest in a M2M lunch/brunch
• Finds an existing member (host) with interests similar to the new member and contacts them about participation.  If the host is interested, the coordinator sends the new member’s contact information along with information on KNN activities and Kenmure Acronym Glossary.
• Submits a monthly report for KNN Board on the status of new members’ participation along with dates of scheduled lunch/bunches.  This report is also shared with Kenmure Country Club staff.
• Attends monthly KNN Board meetings

Member to Member Host(s)

Responsibilities

• Contacts the new member(s) and sets up a mutually agreeable date for lunch/brunch at Kenmure Country Club (KCC).
• Informs KCC when making a reservation that the lunch/brunch is a M2M activity.
• Informs the M2M coordinator of the date (and its completion) for lunch/brunch so that information can be included in the monthly report.
• Shares information with new member(s) using materials provided by the M2M coordinator and answers questions about KNN, KCC and the community to the best of their ability.

Updated November 2022 

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Activity Leaders 

Position Description

• Serve as resource person for the group
• Coordinate and, for certain activities, plan activities for the group
• Work with Data Chair and Activity Chair to ensure information about the group is accurate
• Problem solves any issues that may arise

Responsibilities

• Most activities assignments are made in computer but those such as Happy Needlers, Hiking, Women’s Book Club and Adventurers are planned and coordinated by the Activity Leader for the entire rotation
• Answer questions about activity from prospective/current members
• Alert members when changes occur during the rotation (adding/deleting members, change in activity/host, adjusting   assignments/group composition, etc.)
• Send information about planned activities to members prior to each event or ensure that delegated leader does this
• Review Activity Information Sheet for accuracy prior to each rotation
• Problem solves any issues that may arise after rotation has begun
• As needed, consult with Activity Chair