executive board meeting

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)

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