Database and Technical Positions

Database Assistant

• Reports to the Database/Technology Chair
• Collaborates with the Vice President to design engaging announcements and emails for upcoming parties/events
• Works with Arts & Adventures (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
• Attends board meetings as a non-voting member
• Attends A&A meetings as requested by A&A Lead
• Moves into Database/Technology Chair when the Database/Technology Chair leaves the position

• Serves a 2-year term, then moves into the Database/Technology Chair position after 2 years

• Skills
• •  Should be proficient in Microsoft Excel and Microsoft Word
• •  Graphic manipulation skills being a valuable asset to enhance visual communications
  •  Ability to learn/be proficient in the Wild Apricot Database system 

Updated July 2026  

Java Programmer Assistant

Responsibilities

• Reports directly to the Java Programmer
• Maintains KNN rotation program to correct bugs/fixes in a timely manner and implements approved enhancements
• Ensures the KNN rotation program complies with current third-party software releases
• Provides suggestions and feedback to Database/Technology Chair on ways to improve KNN rotation program
• Ensures KNN rotation software can accurately import KNN website database to ensure KNN rotation software uses current member information
• Ensures KNN rotation program can import activity registrations for current rotation for processing rotation assignments and dissemination
• Maintains KNN rotation program to edit incoming member data and registrations to facilitate correct host/group assignments for each activity
• Ensures that emails for activity selection information to members can be created for distribution prior to the upcoming rotation period
• Ensures that emails for activity selection information to Neighborhood Representatives and Activity Leaders can be created for use during the upcoming rotation period
• Ensures that rotation activity assignments can be imported into the Wild Apricot database for reference by KNN board, members, and volunteers
• Skills
• Should be proficient in most current version of Oracle Java
• Should be proficient in Microsoft Access
• Should be proficient in interfaces with Google Mail
• Should be proficient with various import/export methods

Updated July 2026

Neighborhood Representative Positions

Lead Neighborhood Representative

Responsibilities

• Reports to the KNN Vice President
• 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)

Responsibilities

• Reports to the Lead Neighborhood Representative
• 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

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 (M2M) Program Positions

Member-to-Member Coordinator

Responsibilities

• Reports to the Membership Chair
• 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

• Reports to the Member-to-Member Coordinator
• 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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Arts & Adventures (A&A) Committee Positions

Plans and coordinates a variety of small to medium sized social, educational, and recreational group activities for KNN members. 

A&A Leader

Responsibilities

• Reports to the Activities Chair
• Leads a team of A&A volunteers in planning and organizing activities both within and outside of Kenmure
• Holds monthly committee meetings to brainstorm new ideas, review completed events, and monitor upcoming activities
• Reviews and approves all proposed event ideas before planning begins
• Works with the Database Chair to create Wild Apricot event details, announcements, registration format, and reminder emails
• Submits a monthly recap report to the Activities Chair by the end of each month for inclusion in the Board report
• Submits budget requests to the Activities Chair by September 30 for Board budget consideration
• Trains new A & A volunteers in committee standard procedures, with assistance from the Database Chair who can train them on Wild Apricot
• Documents standard procedures for A & A volunteer reference

Updated July 2026

A&A Event Leader

Responsibilities

• Reports to the A&A Leader
• Each September, brainstorms approximately 8–9 activities for the following year
• Selects the volunteer(s) who will organize and host each activity
• Determines preliminary dates, participant limits, transportation needs, and logistics
• Contacts or visits prospective venues
• Coordinates event details with the selected venue
• Provides all contracts to the Activities Chair, who is authorized to sign contracts on behalf of KNN
• Serves as the primary contact with the venue through completion of the event
• Works with the Database Chair to prepare event information for Wild Apricot registration
• Verifies that Wild Apricot registrations are accurate and correct when necessary
• Manages cancellations and waitlist
• Ensures that all participants are current KNN members
• May register before registration opens to the general membership; if two volunteers are assigned as hosts, both may register early
• All other A&A volunteers should register when registration opens to all KNN members
• Creates name tags for participants
• Takes photos of the event and send them to the KNN Communications Chairperson
• Financial responsibilities of Event Leader:
• • Completes a KNN Reimbursement Request Form for approved expenses
  • Attaches all receipts for deposits or purchases
  • Submits reimbursement requests to the KNN Treasurer
  • Provides the Treasurer with vendor invoices needed for payment
  • Collects participant checks when applicable and give them to the Treasurer to deposit after the event has concluded
  • Maintains accurate event records

Updated July 2026