Booster Club Election & End-of-Season Meeting

Booster Club Election & End-of-Season Meeting Minutes Template
Date: April 30th, 2025
Scheduled Times: 7:00 - 9:00
Location: IRHS Library Lecture Hall
Facilitator: Andrea Balcer - VP, Tina Carrasco - VP, Kristin McQuay - Acting Secretary, and Angel Young - Treasurer
Note-taker: Kristin Rizzo - Interim Secretary
Call to Order: 7:03 PM
Adjournment: 8:17 PM
Attendees:

• In Person: Monica Aguilera, Micala Baer, Andrea Balcer, Manuel Carrasco, Tina Carrasco, RJ Cate, Vanessa Cate, Les Graves, Martha Graves, Angel Young & Mike Young
  
• Online: Monica Canizales, Adriene Cuaron, Claudia Diaz, Fernando Figueroa, Gina Garcia,  Kristin McQuay & Felicia Mendoza
  
• Total Voting Members Present: 18
  A quorum was confirmed. Election proceeded. 

1. Welcome & Overview 

• Opening Remarks:
  Thank you for coming. Will try to keep as short as possible while making sure everyone feels heard and gets their questions answered
  
• Meeting Purpose & Goals:
  Meeting is held for the purpose of electing next years Booster Club Board along with some end of season business
  
• Acknowledgement of Absences & Notes:
  Beth Lake, Districts Parent Support Coordinator, was supposed to be here but last minute had to cancel.
  
  

2. Financial Presentation 

• Current Financial Overview:
  Monthly statements and Wells Fargo bank statment summaries posted on website. We do have complete Wells Fargo bank statements printed out if someone is interested in looking through them.
  
• Questions or Concerns Raised:
  None
  
  

3. Election Process Overview 

• Items Being Voted On:
  2025-2026 Booster Club Officers - President, VP’s, Secretary and Treasurer
  
• Voting Method Explanation (QR Code & Google Form):
  Explanation of anonymous Google ballot, in-person scan qr code, link shared through zoom chat, must be in person to vote (please don’t send to anyone not present), write in format due to open nominations, once submitted ballot results will show up in link. 
  
  

4. Review of Offices & Duties

• Bylaws Distributed: 
  Printed copies were distributed in person, and a link was shared in the Zoom chat. Tina Carrasco reviewed the roles and responsibilities for each officer position: President, Vice President, Secretary, and Treasurer.
  
• Committee Roles Discussed:
  Roles such as Communications Coordinator, Fundraising Coordinator, and Events Coordinator were introduced. The group decided to defer committee elections until the fall.

5. Nominations & Candidate Speeches 

• Nominations Per Position:
  List nominees per role:
  
  • President: Art Cuaron (Unopposed)
    
  • Vice President: Andrea Balcer and Tina Carrasco
    
  • Secretary: Adriane Cuaron (Unopposed)
    
  • Treasurer: (No Candidates)
    
• Candidate Speeches Summary:
  Candidates provided brief statements outlining their qualifications, vision for the Booster Club, and the contributions they hope to make to the program.
  
  

6. Voting

• Ballot access was successfully provided via QR code and Zoom chat. All attendees were given time to cast their votes.
  
  

7. Contingency Discussion 

• As no candidates ran for the Treasurer position, Angel Young volunteered to serve as Interim Treasurer until the fall, at which time elections will be held.
• It was clarified that only parents or guardians of currently active baseball players will be eligible to vote in the fall election. This excludes incoming freshman families and parents of graduating seniors from the Class of 2025.
  
  

8. Banquet Date Vote 
The baseball end-of-season banquet was originally scheduled for Sunday, May 4. However, because the varsity team advanced to playoffs, hosting an event on a Sunday could potentially violate AIA regulations.
Discussion Summary:

• Since no deposit was made to Whisky Roads, there is no penalty for canceling.
  
• Senior parents were consulted and strongly expressed their desire to hold the banquet.
  
• Kristin Rizzo will contact the school to confirm cafeteria availability for alternate dates.
  
• Proposed dates will be brought back to the group for a final decision.
  
• Responsibility for presenting awards will be discussed with Athletic Director David Garwacki, with input from the players, especially the seniors.
  
  

9. Election Results Announcement 

• New Booster Club Officers for 2025–2026:
  
  • President: Art Cuaron - Running unopposed
    
  • Vice President: Andrea Balcer and Tina Carrasco - elected 2 vp’s
    
  • Secretary: Adriane Cuaron - Running unopposed
    
  • Treasurer: Angel Young (Interim)
    
• Transition Notes:
  Current officers will continue in their roles through the last day of the 2024–2025 school year, with a transition to the newly elected officers beginning immediately. 
  
  

10. Closing Remarks & Next Steps 

• Thanks for coming. Booster club will communicate out new date for banquet once we’ve secured venue and caterer.