IRONWOOD RIDGE NIGHTHAWKS BASEBALL

executive members meeting

12/9/2025

Organization Name: IRHS Baseball Booster Club Executive Officer’s Meeting
Board Meeting Date: 12/9/25/25
Time: 6:00pm
Location: 5072 N. Wild Life Dr.
Meeting Type: Regular- Executive Officers Meeting
1. Call to Order

6:02 pm
Art Cuaron

2. Roll Call

List of attendees: Art Cuaron, Adriane Cuaron, Tina Carrasco, Angel Young, Board Members Present: President, Secretary, Vice President, Treasurer

Executive Members Absent: none

3. Approval of Agenda

Reviewed agenda, approval to review all items on agenda

4. Discussed Financials (6:07pm)

Reviewed budget with adopted budget numbers, spent YTD and available balance.

5. Orange Guy Delivery Logistics (6:18pm)

ICS drop off first at 7:15am- all donation boxes first
8:30am at Walmart on La Cholla- all pickups for players
Discussed efficiencies and that last year it was a cluster and it took to long. Art is to follow-up to create a better plan with Kristin Rizzo, The Orange Guy rep, to have a better plan to make the pick up more efficient.

6. Baseball Fundraiser Planning & Logistics (6:50PM)

We now have 5- 10u teams paid and 6- 14u teams confirmed (need to pay)
For now, we will keep one location at Joaquin Murietta
Umpires are being coordinated with Bill Leaf
Looked a map of the park, we will have to entrance fee stations, we will take cash and Zelle
Boys responsibilities will be: field maintenance (if needed, help with a parent at entrance stations and anything else that will be needed. We want them to be present and there to support the teams
We will need parent volunteers to help with snack bar, grilling and entrance stations. 7am-7pm snack bar coverage, 10am-7pm grilling coverage, and 6:45am-6pm entrance station coverage needed. Tina Carrasco if working on schedule and shits. We will ask for parent volunteers first and the we will fill with NJHS & Key Club student volunteers
We will need food/snacks and dry good donations. We will ask for donations from parents first and then supplement with Amazon and Walmart gift cards. Tina to send out sign-up/donation requests through sign-up genius
We will purchase rings for each winning team. We will do generic rings that do not have IRHS on them, just champions etc. Need to find a vendor

7. Discussed Portion of Golf and Orange Sales to the Athletes versus Boosters (7:00pm)

By unanimous vote:
- Golf 98% profit will be kept by Boosters, 2% to the athletes account
- Orange Sales 95 % profit will go to the athletes account, 5% will be kept by the Boosters

8. Discussed “Appreciation” Idea for Sponsors (7:5pm)

Creating a “plaque” with a Thank you from the athletes and a photo
Discussed golf pictures and what have we done with them
- Sent out social media post 12/1/25 with golf photos and thanked sponsors
- Will use in future promotion
Adriane to send Angel good group photo so we can get an appreciation plaque priced out

9. Future Discussion Items (7:25pm)

Field Day- need to schedule with Coach Julian- paint, repairs etc for preparation of first home game
Media Day- need to schedule, need to coordinate with Coach Julian
Senior Gifts
Year-end Banquet
Next Executive Board Meeting: 12/30/25- Baseball Tournament Preparation 6:00pm

10. Adjournment (7:25pm)

all members meeting

12/2/2025

Organization Name: IRHS Baseball Booster Club All Member Meeting
Board Meeting Date: 12/2/25
Time: 6:30pm-8:00pm
Location: IRHS High School, Library lecture Hall
Meeting Type: Regular- All Member Meeting

Call to Order

President Cuaron called the meeting to order at 6:36pm.
2. Roll Call

List of Executive Member attendees: Art Cuaron, Adriane Cuaron,, Angel Young

Board Members Present: President, Secretary, Vice President, Treasurer
Executive Members Absent: none
All Members who were present (signed in):Martha Graves, Donnie Gandolf, Courtney Carson, Dana Alstrom, Robert Santiago, Kristin Rizzo

3. Review of October & November 2025 Financials (6:55pm):

Reviewed budget with adopted budget numbers, spent YTD and available balance.

4. Reviewed Calendar Fundraiser Final Numbers (7:02pm)

Sales ran 10/6 – 10/19
Team goal: $7,500
Total contributions: $10,123
Net contributions: $9,761.36
Booster keep: $8,785.22
Player keep: $976.14
Top seller: Jacob Taijeron

6. Reviewed Estimated Golf Financials (7:12pm)

Sponsorships: $13,350
Golf Registration: 10,500
Raffle/Mulligan Sales: $3010
Hole Fundraisers: $408
Total Revenue: $27,260
Total Expense: $12,915
Estimated Profit: $14, 344.14
We anticipate the profit number to go up as we have not received the final invoice from the Golf Course

7. Discussed Orange Sales Fundraiser (7:17pm)

Discussed importance of hitting last years number 330 boxes
Need participation from the boys to hit this goal
Profit maybe slightly less on the same number of boxes due to inflation on gas, delivery and inspection costs. We will not know the final profit number until the delivery information is provided to The Orange Guy.

8 . Discussed Upcoming Baseball Tournament Fundraiser (7:24pm)

January 10/11, 2026
Joaquin Murrieta Park
10U/12U/14U age groups
$600/$650/$700
2 teams signed up so far
6 teams max per division
Volunteers needed for snack bar, grilling, entrance fee
Discussed when we will make the call to cancel the tournament or go forward with the tournament.
It was voted by present members 1/1/2026 will be that decision date. This will allow time to finalize all the details etc.

9. Adjournment (7:25pm)

All members meeting

10/21/2025

Organization Name: IRHS Baseball Booster Club All Member Meeting
Board Meeting Date: 10/21/25
Time: 6:30pm-8:00pm
Location: IRHS High School, Library lecture Hall
Meeting Type: Regular- All Member Meeting

Call to Order

President Cuaron called the meeting to order at 6:38pm.
2. Roll Call

List of Executive Member attendees: Art Cuaron, Adriane Cuaron, Andrea Wilson, Angel Young

Board Members Present: President, Secretary, 1- Vice President. Treasurer
Executive Members Absent: Vice President
All Members who were present (signed in):Kristine Hoey, Malindy Maldonado, Courtney Carson, Dana Alstrom, Claudia Diaz, Robert Santiago, Daniel Klodziniski
Coach Julian Encinas

4. Review of September 2025 Financials (6:50pm):

Reviewed budget with adopted budget numbers, spent YTD and available balance.

5. Reviewed Calendar Fundraiser Final Numbers

Sales ran 10/6 – 10/19
Team goal: $7,500
Total contributions: $10,123
Net contributions: $9,761.36
Booster keep: $8,785.22
Player keep: $976.14
Top seller: Jacob Taijeron

6. Reviewed Golf Tournament Needs for Player/Parent Volunteers:

All players present signed up for a volunteer spots
All parents present signed up for volunteer spots
Parents present also signed up for raffle donation items

7. Discussed Upcoming Orange Sales Fundraiser

Sales 11/15 – 12/5
Delivery week of 12/8
Box of oranges: $40
Box of grapefruits: $40
Program keeps 100% of proceeds (after transit and inspection fees)

8 . Discussed Upcoming Baseball Tournament Fundraiser

January 10/11, 2026
Joaquin Murrieta Park
10U/12U/14U age groups
$600/$650/$700
3 teams signed up so far
6 teams max per division
Volunteers needed for snack bar

9. Adjournment (7:45pm)

executive board meeting

10/14/2025

Organization Name: IRHS Baseball Booster Club Executive Officer’s Meeting
Board Meeting Date: 10/14/25
Time: 7:00pm
Location: 5072 N. Wild Life Dr.
Meeting Type: Regular- Executive Officers Meeting
1. Call to Order

7:06 pm
Art Cuaron

2. Roll Call

List of attendees: Art Cuaron, Adriane Cuaron, Tina Carasco, Angel Young, Andrea Wilson, Julian Encinas

Board Members Present: President, Secretary, 2- Vice Presidents, Treasurer
Executive Members Absent: none

3. Approval of Agenda

Reviewed agenda, approval to review all items on agenda

4. Review of September 2025 Financials (7:26pm)

All members approved and made verbal acknowledgement of the current financials, bank statement, monthly and annual summary.

5.Update on Calendar Fundraiser Progress (7:35pm)

Reviewed total money fundraised up to 10/14/2. Fundraiser closes 10/19/25

6. Update on Sponsorship Progress (7:45pm)

Reviewed annual and single hole sponsors who have been confirmed, paid.
Discussed ideas to reach out to other sponsors who may want to sponsor the team- realtor, La Hacienda in OV.

7. Golf Tournament Planning and Logistics

Raffle Ticket Sales & Distribution-
- Discussed logistics for how we will have a winner per raffle item. It was decided each raffle prize will be assigned it’s own basket for collection and we will pick a winner per prize
- This will happen after the golfers have teed off and winners will be announced/displayed at the lunch
- It was discussed what if there are not raffle tickets for a prize?- per the previous board members, should not be an issue as in the past all raffle items have had tickets.
- It was decided that winners must be present to win
- Approved pricing for raffle tickets:
  - $5- 1 ticket, $20- 5 tickets, $30- 10 tickets, $40- 20 tickets, $50- 50 tickets
- All raffle labels will be created by Tina and Andrea
Golf Tournament Winners
- Discussed what prizes and winners we had last time
- Decided we would do the winning foursome, prize IR Baseball coffee tumbler and $50.00 gift card to American Eat (donated)- per player
- We also will have a winner for Longest Yard and Closest ot the Hole
  - Each player receives IR Baseball coffee tumbler
Golf Tournament Photography
- Discussed the need for photos as we do not have access to any from last year. Will help with post tournament and future tournament promotion.
- Current media vendor: $80.00 per hour, plus extra time for photo editing
- Decided at 8:19pm to hire Joel Encinas (student) at $40.00 an hour with 3 hour max $120.00 total. No post editing fee.
- It was also discussed to hire Joel for season and potentially pay $20.00 per game, it was decided to table this conversation for a later time.
Golf Tournament Golf Bag Purchase
- Decided at 8:25pm to purchase the golf bags from Dixon golf, for each player who pays and attends the tournament.

8. Next All Members Meeting Date/Agenda (8:30pm)

Discussed next All Members date, it was decided to have it on 10/21 at 6:30pm
Agenda items to be reviewed: boys roles sign-up for golf tournament, parent volunteer roles and discussed what we need athlete and parent volunteers to help with:
- Registration desk
- Set-up
- Raffle Sales
- Mulligan Ball Sales
- Welcome Players
- Breakfast pick-up

9. Miscellaneous Items Discussed (8:45pm)

Website Issues on Mobile
- Brought to our attention on a mobile device the website looks funky (half of it is blacked out, it is still navigable but we will need to resolve in the future
- Need to explore options to optimize site for mobile
Tax Donation Options
- Launch 2025 Tax donations again to boys and their families, easy way for people to get a tax break and help the program
- Secretary Cuaron to reactivate the page on the website for instructions
Fry’s/Kroger VIP Card Proceeds
- Have families add IRHS Baseball to their VIP proceeds, IRHS baseball gets a small fraction. However, this helps the program, we receive about on average $75 a quarter
- Secretary Cuaron to reactivate the page on the website for instructions

11. Adjournment (8:50pm)

all members meeting: September 2025

9/30/2025

Organization Name: IRHS Baseball Booster Club All Members Meeting
Board Meeting Date: 9/30/25
Time: 6:30pm
Location: IRHS Library Lecture Hall
Meeting Type: Monthly All Members Meeting
1. Call to Order

6:30 pm
Art Cuaron

2. List

List of attendees: Art Cuaron, Adriane Cuaron, Tina Carrasco, Angel Young, Andrea Wilson

Board Members Present: President, Secretary, 2- Vice Presidents, Treasurer
Executive Members Absent: none
All members: Christina Lopez, Jonathan & Stephanie Vegas, Martha Coralles, Monica Aguilar, John Utterback, Dana Alstrom, Felicia Mendoza, Scott VanPatten, Jeff Onan, Cristen & Rob Peters, Robert Santiago, Claudia Diaz, Fernando, Les Graves
Coach Encinas & Coach Rodriguez

3. Reviewed August 2025 Financials (6:36pm)

Reviewed August's season summary

4. Reviewed 2025-26 Fundraisings Efforts and Statuses (6:45pm)

Calendar Fundraiser: starts 10/6/25. Team goal: $7,400 (See PPT)
Annual Golf Tournament- still need volunteer, need to sell foursomes/single players and secure sponsors (see PPT and flyers for more details)
The Orange Guy Sales- will kick off 11/15/25 and run until 12/5/25
Annual Youth Baseball Tournament- January 10th/11th 2026 at Joaquin Murrieta Park. Working on marketing materials and getting website up an running.

5. Coach Encinas & Coach Rodriguez (7:15pm)

reviewed backgrounds/experience
reviewed player grade expectations, rules for missing practices, expectations for playing time and overall expectations for the program
reviewed the rest of the Fall Schedule and plan going in to December & January

6. Adjournment (8:05pm)

Minutes Prepared by: Adriane Cuaron, Secretary 10/01/25

executive officers meeting: September 2025

9/11/2025

Organization Name: IRHS Baseball Booster Club Executive Officer’s Meeting
Board Meeting Date: 9/11/25
Time: 7:00pm
Location: 5072 N. Wild Life Dr.
Meeting Type: Regular- Executive Officers Meeting
1. Call to Order

7:06 pm
Art Cuaron

2. Roll Call

List of attendees: Art Cuaron, Adriane Cuaron, Tina Carasco, Angel Young, Andrea Wilson, Julian Encinas

Board Members Present: President, Secretary, 2- Vice Presidents, Treasurer
Executive Members Absent: none

3. Approval of Agenda

Reviewed agenda, approval to review all items on agenda

4. Review of August 2025 Financials (7:08pm)

All members approved and made verbal acknowledgement of the current financials, bank statement, monthly and annual summary.

5. Review of Fundraising Calendar Dates (7:25pm)

Dates for the 4 main fundraisers were reviewed and approved by all the present board members.

6. Update on Baseball Tournament Fundraiser (7:43pm)

Dates and location secured:
- Joaquin Murrieta Park, fields 4,5 &6
- January 10th & 11th
- Discussed competition with other tournament at Kino on the same weekend but this tournament is for older age brackets

7. Finalise and Approve Golf Contract (7:55pm)

All board members reviewed and approved for, Art Cuaron,President to sign the Golf Contract
- Follow-up: confirm with venue what food is served after the tournament and what those services include
- Adriane Cuaron will update the site to allow for Sponsorship and player registrations including payment. She will also create trackers for the Sponsorships and Silent Raffle Donations.

8. Volunteer Survey/Link (8:02pm)

Discussed creating a link that we will distribute on ParentSquare for all board members to help volunteer for the golf tournament and baseball tournament.
Tiana Carrasco agreed to create the links for distribution that will be shared

9. Sponsorship Packet Distribution(8:08pm)

Team agreed that we need to distribute the Sponsorship packages on ParentSquare and on our social media platforms

10. Coach Julian Encinas - Updates (8:15pm)

Varsity field will be closed from 10/1/25 through 12/1/25 for overseeding
Looking at other varsity tournaments before the season starts: January 24-25th or January 31st & 1st (possibly in Nevada)

11. Adjournment (8:25pm)

All Member Board Meeting- August 2025

8/21/2025

Organization Name: IRHS Baseball Booster Club All Member Meeting
Board Meeting Date: 8/21/25
Time: 6:30pm-8:00pm
Location: IRHS High School, Library lecture Hall
Meeting Type: Regular- All Member Meeting

Call to Order

President Cuaron called the meeting to order at 6:30pm.
2. Roll Call

List of Executive Member attendees: Art Cuaron, Adriane Cuaron, Tina Carrasco, Andrea Wilson

Board Members Present: President, Secretary, 2- Vice Presidents
Executive Members Absent: Treasurer
All Members who were present (signed in): Lindsey Summerhays, Malindy Maldonado, Dona Alstrom, David & Lindsey Enriquez, Vaness & RJ Cate, Tony Taijeron, Manny Carrasco, Melissa & James Marsh, Monica Aguilar, Travis Kelly, John Utterback, Martha Graves, Felicia Mendoza, Micala Baer, Claudia Diaz, Kristin & Rob Peters, Courtney Carson
Coach Julian Encinas & Richard Garwack- IRHS AD

3. Introductions (6:33pm):

Each Executive Board member made an introduction to all members followed by an introduction from Coach Julian to all members. This agenda item ended with an intro from Richard Garwacki, IRHS Athletic Director.
- Coach Encinas reviewed the following with all members:
  - Credentials/His story

4. Review and Approval of FY 2026 Budget (6:45pm):

Reviewed budget submitted to Amphi District
- Talked through each line item on the budget and the detail that was in each category. See budget and budget detail documents
- Discussed the transportation line item and why it is part of the budget this year, unlike other years. Discussed calculations that were used (Amphi Transportation Costs) to estimate the new cost for transportation to non AIA sanctioned games ( Cowboy Up Tournament & Chris Moon Tournament)
- Discussed equipment needed for the program and how we will purchase what is needed after the 8/26/25 approval of the Executive Board.
- Voted on approval of budget- passed unanimously (26 total votes)

5. Fundraising Events/Schedule (7:30pm)

Reviewed current fundraising plans:
- Golf Tournament – Saturday. November 15 at El Conquistador – Canada Course
- The Orange Guys Fundraiser- sales 11/15-12/5
  - Delivery of oranges and grapefruit week of 12/8
- IRHS Baseball Hosted Youth Baseball Tournament (January 10th & 11th)
  - Need to secure fields
- Discussed other ideas to have another fundraiser before the others get started.
  - Pickle Ball Tournament, Corn Hole Tournament, Calendar sales
  - Decided on Calendar Sales (September or October)
All members were notified by Mr. Garwacki all communications must move from GroupMe to ParentSquare
- Secretary Cuaron noted she will get ParentSquare set up and communicated to the parents

6. Discussion and Possible Action for FY 2026 Sponsorship Package (7:45pm):

Reviewed Sponsorship package flyer, one member noted that from a business owner perspective the numbers are doable and there is not a limit on what they can donate
President Cuaron noted we can not ask any business that has a name with any kind of beer, smoking or gambling in their names. Ie: Cold Beers & Cheeseburgers or Pizza & Pints.
Another member noted that the flyer should be used as a guide and if a business wants to donate any amount or wants a different variation on the items we should be flexible. All members agreed with this.
Voted on approval of Sponsorship Packages- passed unanimously (26 total votes)

7 . Call for Volunteers (7:55pm)

President Cuaron announced we will create small sub committees for each fundraiser and we will also need all members to help make the fundraising events happen. In order to hit our fundraising goals we will need all members and the players to participate.

8. Overview of Fall Baseball Calendar (8:00pm)

Coach Julian Encinas reviewed the Fall 2025 calendar including open field, weight training and tournaments/Kino league.
Secretary Cuaron noted the Fall calendar will be posted on ParentSquare and the IRHS Baseball Booster sites that will include: open field, weight training, tournaments, scrimmages and all fundraising dates.

9. Adjournment (8:13pm)

IRHS Baseball Booster Club Executive Officer’s Meeting

8/12/2025

Organization Name: IRHS Baseball Booster Club Executive Officer’s Meeting
Board Meeting Date: 8/12/25
Time: 7:00pm
Location: 5072 N. Wild Life Dr.
Meeting Type: Regular- Executive Officers Meeting

Call to Order

Chair Cuaron called the meeting to order at 7:21.
2. Roll Call

List of attendees: Art Cuaron, Adriane Cuaron, Tina Carrasco, Angel Young, Andrea Wilson and Julian Encinas

Board Members Present: President, Secretary, 2- Vice Presidents, Treasurer
Executive Members Absent: none

3. Approval of Agenda

Reviewed agenda, approval to review all items on agenda

4. Introductions (7:25):

Each Executive Board member made an introduction to Coach Julian followed by an introduction from Coach Julian to the Board.

Coach Encinas reviewed the following with the Executive Board members:

Credentials
Coaching Staff
Equipment & Fields needs for program
Draft Fall events calendar

5. Review of July 2025 Financials (7:36pm):
The Board reviewed and approved the July 2025 financial reports as submitted by the Treasurer. The reports noted the ending bank balance as of July 31, 2025 as $9,307.26. The reports will be posted to the IRHS Booster webpage. A summary of the reports are provided below:

Monthly Treasurer Report July 2025
Monthly Treasurer Season Summary July 2025
Bank Statement provided and reviewed

6. Update Booster Club Status for FY26 (7:46pm):
Secretary Cuaron provided an update on the Booster Clubs submission of it’s FY 26 approval documents to IRHS school administration. It was noted in the meeting that District approval is required each year prior to the Booster Club beginning any fundraising activities or spending in the current fiscal year.

All paperwork submitted to Amphi/Admin District 8/1/25
Amphi Admin confirmed Board approval on agenda for 8/26 Amphi Dist. Board meeting

7. FY 2025/26 Budget Discussion (7:55pm):

Reviewed budget submitted to Amphi District
- Add miscellaneous category
- Moved Media Day to events category
- Consolidated some categories into a broader communications category
- Art to make updates to budget and prepare for all members meeting 8/21
- Reviewed total fundraising goal of $45,000 to cover the budgeted expenses

8. Fundraising Events/Schedule (8:30pm)

Reviewed current fundraising plans:
- Golf Tournament – November 15 at El Conquistador – Canada Course
- IRHS Baseball Hosted Youth Baseball Tournament
- The Orange Guy Sales
Reviewed other options for fundraising:
- Donations
- Local Giving Grants
- Sponsorships

9. Future Meeting Cadence (8:58pm):

Initial FY 20206 all member Board meeting 8/21 6:30 pm IRHS Library Lecture Hall
Next Executive Board Meeting 9/3 at 7:00 pm

10. Adjournment (9:00pm)

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