Committee and Volunteer Information

Meet your 2018 Sober Grad Night Planning Committee!

Thank you to the new board and committee members.

Senior year of high school can be very busy.  Parents of freshmen, sophomores, and juniors are welcome and encouraged to join the fun.

And if you don't want to be on the committee but want to help out at the party, please join our email list or attend the meetings to learn more. 


Committee Position Volunteer 
Chairperson     Kathy Day
 Vice-Chairperson Kathy Gehlen (Acting)
 Secretary Susan Oliver
 Treasurer Melissa Schaible
 Publicity/Webmaster Kathy Bliss
 Registration  Carolyn Wong *
 Campus Events/School Liaison Kerry Marini
 Nora Mays - Assistant
Fundraising  Rachel Emlay
 Transport /Student Check-In Stephanie Kent
 Volunteers Stephanie Kent
Event Food   Lori Anderly
Prizes  Kathy Gehlen
*Final year on Committee

Committee/Volunteer Position Descriptions

                        Revised June 2017

*Committee Officer as established by SGN Bylaws

Chairperson*

  • Sets up and directs monthly general meeting proceedings; must attend all monthly SGN meetings
  • Coordinates and oversees all SGN Committee planning
  • Manages all SGN communications (SGN emails, announcements, outreach, etc.)
  • Liaisons with event site management and with Ponderosa High School administrators
  • Attends other SGN special events or meetings as needed
  • Preps and oversees the graduation night SGN event operation; must attend/supervise Scandia event

Vice-Chairperson*

  • Assists Chairperson in fulfilling his/her responsibilities as needed.
  • Serves as a consultant to the Chairperson.
  • Attends other SGN special events or meetings, as needed

Treasurer*

  • Works with Chairperson to set overall budget
  • Keeps accurate records and submits monthly reports according to Treasurer Guidelines
  • Handles banking and deposits for all monies from tickets, fundraisers,donations, and other SGN income
  • Issues payment checks to various vendors
  • Attends monthly SGN meetings

Secretary*

  • Prepares monthly meeting items in advance, sets up meeting; must attend all monthly SGN meetings
  • Prepares meeting minutes and distributes copies to Chairperson and all committee members
  • Completes legal paperwork including all vendor contracts, insurance, and non-profit status

Publicity/Webmaster

  • Manages SGN website, Facebook, other social networking sites
  • Publicizes and promotes SGN event and fundraising activities
  • Produces annual SGN trifold information brochure
  • Provides updates to PHS for bulletins, senior news, billboard, robocall/text messages
  • Attends monthly SGN meetings

Registration Coordinator

  • Coordinates and prepares online ticket ordering system; performs all data entry required for tickets and maintains records of ticket orders and monies received
  • Coordinates and prepares Fall ticket registration launch to Senior families
  • Coordinates and prepares Spring registration outreach
  • Attends monthly SGN meetings
  • Attends the graduation night SGN event

Campus Event Coordinator/School Liaison

  • Manages on-campus promotion of SGN party and attends Senior campus events to speak/promote
  • Manages on-campus Spring bus sign ups during lunchtime (February-May)
  • Works with PHS Student Activities Director for student promotions
  • Works with PHS Senior Class Advisor and attends senior meetings
  • Attends monthly SGN meetings

Fundraising Coordinator (Business Donations, Scrip, Retail Loyalty Programs)

  • Pursues business donations and grant monies
  • Conducts follow-up/appreciation letters to all donors; coordinates donor listings with website
  • Oversees and manages promotion of retail scrip and store loyalty fundraising programs (includes eScrip, AmazonSmile, Raley’s/Bel-Air, Nugget Markets, etc.)
  • Maintains accurate records and submits monthly reports and updates
  • Attends monthly SGN meetings

Dine-Out and Event Food Coordinator

  • Coordinates Dine-Out schedule and agreements/logistics with restaurants
  • Assists with email regarding scheduled Dine-out; sends to Chairperson one week in advance
  • Updates and maintains SGN Dine-Out site signage, posts the signs on campus on or before the day of the Dine-Out event
  • Schedules self or designee to attend Dine-Outs (restaurant) during event
  • Plans menus, obtains food donations, secures all food and related supplies for PHS cafeteria (Student Check-In) and Scandia (party) venues on graduation night/overnight
  • Attends the graduation day and night SGN event to coordinate all aspects of food delivery and food service at locations
  • Attends monthly SGN meetings

Transportation and Student Check-In Coordinator

  • Secures coach bus contract, related logistics, and volunteer and cargo transportation to Scandia party event
  • Coordinates and trains the volunteers on PHS Cafeteria student Check-In procedures
  • Sets up and supervises Check-In operation after graduation
  • Attends the graduation night SGN event
  • Attends monthly SGN meetings

Volunteer Coordinator

  • Works with all Committee coordinators to determine number of volunteers needed
  • Maintains online volunteer sign-up system, lists, data and does volunteer outreach with online system
  • Attends on-campus events to recruit new parent volunteers
  • Attends the graduation night SGN event to organize and supervise volunteer operations
  • Attends monthly SGN meetings

Prize Coordinator

  • Coordinates prize solicitations, donations
  • Purchases, organizes, and prepares prizes for distribution at Scandia event
  • Attends the graduation night event at Scandia
  • Coordinates, prepares prize drawing graphics/presentation, and oversees prize drawing at event
  • Attends monthly SGN meetings

___________________________________________________________________

Grad Night Event Volunteers and Bus/Party Chaperones

  • Work at PHS Cafeteria for Student Check-In from 8:00-11:00pm on graduation night
  • Chaperone the event (travel on coach buses) and volunteer on-site at Scandia from 9:00pm on graduation night, overnight, through 7:00am Saturday morning.
  • Assist with early prep and setup of Check-In and/or Scandia party venues

General Volunteers

  • Each of the above categories needs occasional volunteers to assist during the school year