A Message to nighthawk Families -Clarifying booster club roleS and practices

Nighthawk Parents & Players,
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As we near the end of what has been an exciting and emotional season, we want to take a moment to thank each and every one of you for your continued support, generosity, and passion for this program. The end of the season often brings reflection—and with that, some important questions.

It has come to our attention that there are concerns regarding how the funds raised by parents and players have been managed. We deeply value transparency and accountability, so we would like to take this opportunity to address a few of the most common questions we’ve heard:
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1.  Coach Stipends
   We understand there have been questions about whether booster-raised funds can be used to pay coach stipends. Per AIA (Arizona Interscholastic Association) regulations, booster clubs are not permitted to pay stipends directly to coaches. While there is a process that allows for booster donations to the school’s official baseball club account for such purposes, that process must be completed—and approved—prior to the start of the season. Additionally, any use of the club account is ultimately guided by the players and their collective decisions.
   
   That said, we firmly believe our coaches deserve to be compensated for the time, energy, and the dedication they pour into this program. This season has been a learning experience for everyone involved, and we are committed to working closely with the coaching staff moving forward to ensure all levels—varsity, JVA, and JVB—are supported and fairly compensated within the guidelines set by the school, district, and the AIA.
   
   
2. Booster Club Purpose & Fund Allocation
   The booster club exists to support the baseball program as a whole. That said, support does not necessarily mean funds are split equally among all teams. Instead, funds are allocated based on the specific needs and demands of each level of play. For example, because the varsity team plays nearly twice as many games as the junior varsity team, a larger portion of the food budget was appropriately allocated to varsity. We are committed to using resources in a way that equitably benefits the entire program.
   
   To help ensure all teams are supported equitably in how funds are allocated, as one of the first actions once a new booster club is formed, it has been recommended that we  implement a formal policy that involves working in close coordination with both the district’s booster representative and the head coaches at all levels. This collaborative approach will help align spending with the actual needs of each team and ensure that all decisions are made with shared understanding and clear communication.
   
   
3. Booster Club Debit Card Usage
   We’d also like to clarify recent use of the booster club debit card. On Saturday, April 12 and Monday, April 15, the card was given to a coach to purchase meals for the varsity team at Mod Pizza—expenses that was both budgeted and approved in advance. These are the only two occasions this season where a coach had possession of the debit card.
   
   While this was done in good faith and in alignment with the approved budget, we now recognize that it can create confusion about the separation between booster responsibilities and coaching roles. Upon further review, we understand the optics and appreciate the concerns. This has been shared with the districts booster representative and their suggestion was to address it openly (what we are doing now) with you and put a policy in place going forward. Once the new booster club is established one of the first orders of business we will be to put in place a formal policy to ensure that a booster club member is either present for all expenditures or will handle them via call-in. If neither option is available, coaches will pay out of pocket and be promptly reimbursed with proper documentation.
   
   

Our goal has always been to operate with integrity, transparency, and in the best interest of all our student-athletes. While we initially intended to post monthly financial reports and meeting minutes online, the demands of the season made it challenging to keep up with that commitment. We acknowledge this oversight and are dedicated to improving our communication and accountability moving forward.

That said, we want to emphasize that every parent has the right to access booster club financial records and meeting notes at any time. If you have questions or concerns, please don’t hesitate to reach out—we welcome the opportunity to provide clarity.

With booster club elections approaching, we encourage all parents to consider getting involved. Your voice and participation are invaluable to the continued success and growth of this program. If you’re curious about the time commitment, specific roles, or how you can contribute, please feel free to connect with us. We’d be happy to answer any questions and help you find a way to engage that fits your availability and interests.

Sincerely,

​IRHS Baseball Booster CLub