Booster club meeting minutes template (Word, free)
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This booster club meeting minutes template is built around the two things a booster club's minutes have to show: where the money came from, event by event, and what the club voted to spend it on, request by request. It gives the coach or director a report slot, keeps concession and fundraising income separate, and records each team's budget request with the amount, the vote and the result.
Download it as a Word file, copy the plain-text version, or read the filled-in example from a fictional high school athletic booster club. It works for band, choir, theatre, robotics or a single-sport club with the headings changed.
Word file (.docx), free and without signing up. Opens in Google Docs and Pages too.
What’s in the template
The minutes open with these details:
- Booster club name and school
- Date
- Time
- Location
- Presiding officer
- Minutes taken by (secretary)
- Officers present
- Members present (count)
- Coaches, directors or school staff present
- Quorum present (yes / no)
Then the body follows the meeting in this order:
- 1. Call to order — Time and who presided.
- 2. Attendance and quorum — Officers present and the count of members, against the quorum in your bylaws.
- 3. Approval of previous minutes — Date of the minutes and any corrections.Motion: · Moved by: · Seconded by: · Vote:
- 4. Coach's or director's report — Season results, schedule, roster size, equipment and travel needs. Record requests to the club as business items.
- 5. Treasurer's report — Balance, income and expenses since the last meeting, by fund if the club keeps team accounts. Attach the statement.Opening balance: · Income since last meeting: · Expenses since last meeting: · Closing balance: · Restricted or team balances: · Report filed for audit / review:
- 6. Concessions and fundraising — Each event or sale on its own line: gross, costs, net, and who ran it.Concessions (events worked, gross, costs, net): · Fundraisers (name, gross, costs, net): · Sponsorships and donations received: · Upcoming events and volunteer needs:
- 7. Budget requests from teams and programmes — One block per request. Record who asked, for what, the amount and the vote.Requested by: · Item or purpose: · Amount: · Fund or budget line: · Motion: · Moved by: · Seconded by: · Vote: · Outcome:
- 8. Old business — Items carried over, with the decision.
- 9. New business — Anything else needing a decision: bylaws, elections, insurance, district paperwork.
- 10. Volunteer sign-ups — Concession shifts, event chairs and who took them.
- 11. Next meeting and adjournment — Date of the next meeting and the time adjourned.Next meeting: · Moved by: · Time adjourned:
- ApprovalMinutes submitted by: · Minutes approved on: · Secretary's signature:
At the end: purchases and requests approved and action items, as tables you can keep across meetings.
The template
Download it as a Word file, or copy the text version into your own document.
Booster Club Meeting Minutes Booster club name and school: Date: Time: Location: Presiding officer: Minutes taken by (secretary): Officers present: Members present (count): Coaches, directors or school staff present: Quorum present (yes / no): 1. Call to order [Time and who presided.] 2. Attendance and quorum [Officers present and the count of members, against the quorum in your bylaws.] 3. Approval of previous minutes [Date of the minutes and any corrections.] Motion: Moved by: Seconded by: Vote: 4. Coach's or director's report [Season results, schedule, roster size, equipment and travel needs. Record requests to the club as business items.] 5. Treasurer's report [Balance, income and expenses since the last meeting, by fund if the club keeps team accounts. Attach the statement.] Opening balance: Income since last meeting: Expenses since last meeting: Closing balance: Restricted or team balances: Report filed for audit / review: 6. Concessions and fundraising [Each event or sale on its own line: gross, costs, net, and who ran it.] Concessions (events worked, gross, costs, net): Fundraisers (name, gross, costs, net): Sponsorships and donations received: Upcoming events and volunteer needs: 7. Budget requests from teams and programmes [One block per request. Record who asked, for what, the amount and the vote.] Requested by: Item or purpose: Amount: Fund or budget line: Motion: Moved by: Seconded by: Vote: Outcome: 8. Old business [Items carried over, with the decision.] 9. New business [Anything else needing a decision: bylaws, elections, insurance, district paperwork.] 10. Volunteer sign-ups [Concession shifts, event chairs and who took them.] 11. Next meeting and adjournment [Date of the next meeting and the time adjourned.] Next meeting: Moved by: Time adjourned: Approval Minutes submitted by: Minutes approved on: Secretary's signature: Purchases and requests approved No. | Request | Requested by | Amount | Vote | Outcome Action items No. | Action | Owner | Due | Status
Why booster club minutes are mostly about money
A booster club exists to raise money and spend it on a programme that belongs to a school. The school district, the state athletic association and, for a tax-exempt club, the tax authority may all ask how the money was raised and who decided how it was spent. The minutes are that record. Each fundraising event should appear with its gross, costs and net, and each purchase should have a motion, an amount and a vote attached to it.
This is also what protects the volunteers. A treasurer who can point to a minute for every cheque, and a president who can show that the membership, not one person, approved the new uniforms, have far less to worry about when a question is raised.
What to record for every request
- Who asked (the coach, a team parent, a director) and for what, in plain words: “twelve competition hurdles”, not “track equipment”.
- The amount, and which fund it comes from if the club keeps separate team or activity accounts.
- The motion, the mover and seconder, and the vote count. Many bylaws set a limit above which the membership, not the board, must vote.
- Whether the purchase goes through the school (many districts require equipment to be bought and owned by the school, with the booster club reimbursing or donating) or is made by the club directly.
- The outcome, and who is to make the purchase and bring the receipt.
What to leave out, and what not to do
- Student athletes by name, playing time, selection or discipline. The club does not decide these and its minutes should not discuss them.
- Opinions about the coach. Record that the coach reported, and any request made.
- Benefits to individual students. Many school and athletic association rules restrict what a booster club can give to a particular student rather than to the programme; record spending as programme spending and check your district's booster guidelines before approving anything that looks personal.
- Cash handled outside the treasurer's report. If concession cash went straight to a purchase, the minutes should still show the income and the spend separately.
School district rules and nonprofit status
Most school districts publish guidelines for booster clubs: how the club relates to the school, who approves purchases of equipment, how facility use and concession stands work, and what financial reports the district expects each year. Many clubs also hold their own tax-exempt status or operate under a parent organisation, which brings annual filing and record-keeping expectations. Neither is a reason to make the minutes longer, but both are reasons to keep them every meeting and to keep them with the financial records. Check your district's booster club policy and, if the club is tax-exempt, the filing requirements that apply to it.
Handover at the end of the season
Booster officers turn over with their children's graduation. Keep the minutes, treasurer's reports, bank statements, the bylaws, the district paperwork and the club's tax-exempt letter together in one shared folder, and hand it over in a meeting rather than a box. The new treasurer should be able to see what was approved last year and what is still owed before the first game.
Example: filled-in booster club meeting minutes
What the template looks like once it’s been used. The organisation and people are made up.
Minutes of the monthly meeting of the Westfield High School Athletic Boosters
Date: Tuesday 6 October 2026
Time: 7:00 pm to 8:20 pm
Location: Westfield High School cafeteria
Presiding: Craig Dawson, president
Minutes taken by: Tanya Holt, secretary
Officers present: Craig Dawson, Tanya Holt, Nicole Ferreira (treasurer), Mark Delgado (vice president, concessions)
Members present: 24 members (quorum is 10)
School staff present: Brian Kowalski, athletic director; Sofia Alvarez, head girls' soccer coach
Quorum: Present
1. Call to order
Craig Dawson called the meeting to order at 7:03 pm.
2. Attendance and quorum
Four officers and 24 members signed in. Quorum of 10 members was present.
3. Approval of previous minutes
Motion to approve the minutes of 1 September 2026 as circulated. Moved by Mark Delgado, seconded by Linda Price. Carried.
4. Athletic director's report
Brian Kowalski reported that fall rosters total 286 athletes across nine teams. Football is 4 and 2; girls' soccer is 7 and 1 and likely to host a sectional match. The district has confirmed that the weight room floor will be replaced over winter break using district funds. He asked the club to consider funding a second set of volleyball net posts for the auxiliary gym; this was taken as a budget request.
5. Treasurer's report
Nicole Ferreira reported an opening balance on 1 September of $31,740. Income since then was $18,215 and expenses $9,480. The closing balance on 5 October is $40,475, of which $6,200 is held in team accounts (band $2,900, cheer $1,800, wrestling $1,500). The written statement is attached and filed for the annual review.
6. Concessions and fundraising
Concessions: four home football games and two volleyball nights worked. Gross $14,320, cost of goods $5,610, net $8,710. Mark Delgado reported that card payments are now 61% of sales.
Golf outing on 19 September: 92 players, gross $11,450, costs $4,320, net $7,130, against a budget of $6,000.
Sponsorships: three new banner sponsors at $500 each, received in full.
Upcoming: the winter sports spirit wear sale opens 20 October; the spring mulch sale needs a chair.
7. Budget requests from teams and programmes
7.1 Girls' soccer: Coach Alvarez requested $2,640 for 24 warm-up jackets for the varsity and junior varsity squads, to be purchased through the school and owned by the athletic department. Motion: that the club approve up to $2,640 for girls' soccer warm-up jackets from the general fund. Moved by Linda Price, seconded by Mark Delgado. Vote: 23 for, 0 against, 1 abstention (Sofia Alvarez did not vote). Carried.
7.2 Volleyball net posts: request from the athletic director for one set of posts and a net at a quoted $3,890. The membership asked whether the district would share the cost. Deferred to November pending a reply from the district.
7.3 Wrestling: request to spend $1,100 from the wrestling team account on a mat tape and cleaning supplies order. Motion to approve. Moved by Tom Garza, seconded by Nicole Ferreira. Carried.
8. Old business
Concession stand refrigerator: the replacement unit approved in August was installed on 12 September at a final cost of $1,985, under the $2,200 approved. Item closed.
9. New business
The district's annual booster club financial report is due to the business office by 31 October. The treasurer will prepare it from the statements. No vote required.
10. Volunteer sign-ups
Concession shifts for the three remaining home football games: 18 of 24 slots filled; sheet to be sent out again. Mulch sale chair: no volunteer yet.
11. Next meeting and adjournment
Next meeting Tuesday 3 November 2026 at 7:00 pm. Moved by Tom Garza. The meeting adjourned at 8:20 pm.
Purchases and requests approved
| No. | Decision | Outcome |
|---|---|---|
| 1 | Minutes of 1 September 2026 approved | Carried |
| 2 | Girls' soccer warm-up jackets, up to $2,640 from the general fund | Carried, 23 for, 1 abstention |
| 3 | Volleyball net posts, $3,890 | Deferred to 3 November 2026 |
| 4 | Wrestling supplies, $1,100 from the wrestling team account | Carried |
Action items
| No. | Action | Owner | Due |
|---|---|---|---|
| 1 | Order girls' soccer warm-up jackets through the school and bring the invoice to the treasurer | Brian Kowalski | 31 October 2026 |
| 2 | Ask the district business office about cost sharing on the volleyball posts | Craig Dawson | 27 October 2026 |
| 3 | Submit the annual booster club financial report to the district | Nicole Ferreira | 31 October 2026 |
| 4 | Send the concession shift sheet to all members again | Mark Delgado | 9 October 2026 |
Tips for booster club meeting minutes
- Report each fundraiser and each run of concessions as gross, costs and net, with the dates worked, so the figures can be matched to deposits.
- Give every purchase its own motion, amount and vote. A coach's wish list is not an approval.
- Write down whether the school or the club is making the purchase and who will own the equipment.
- Keep team account balances in the treasurer's report every month, even when nothing moved.
- Record that a coach or staff member abstained from a vote about their own programme.
- Never minute a student by name. Teams, squads and programmes only.
Related templates
- PTA meeting minutes template — For PTA and PTO boards and general meetings: fundraising totals, expenditures approved by vote, the principal's report and volunteer sign-ups.
- Club meeting minutes template — For sports, hobby and social clubs: membership numbers, dues, the events calendar, equipment and elections, in a form a new secretary can pick up.
- Nonprofit board meeting minutes template — For 501(c)(3) and other charity boards: the record funders, auditors and the IRS may ask to see, including recusals and executive session.
- Committee meeting minutes template — For board and steering committees: records what the committee decided within its charter and what it is recommending up to the board.
- All meeting minutes templates
Or let the notes write themselves
A template helps when you’re the one typing. If you’d rather not be, an AI note taker can draft the summary and action items for you. Most send a bot into the call; QuietNote captures from your own computer instead, so nothing joins the meeting and you decide when capture starts. It’s in private beta. Whatever you use, read the draft before you send it, and tell attendees you’re recording where the rules require it.
Questions
Does a booster club have to keep minutes?
Almost always. Most school districts require booster clubs to keep minutes and financial records as a condition of operating on school property, and a club with its own tax-exempt status is generally expected to keep records of its governing meetings. The club's own bylaws will say so as well. Check your district's booster club guidelines.
What should booster club minutes include?
Who was present and whether there was a quorum, the treasurer's report with balances, each fundraising event's gross, costs and net, every purchase or budget request with its amount and vote, the coach's or director's report in summary, volunteer assignments and the next meeting date. Attach the treasurer's written statement.
Can a booster club spend money on one student?
Be careful. Many school districts and state athletic associations limit what a booster club may give to an individual student as opposed to the programme, and some tax rules point the same way. Record spending as spending on the programme, and ask the athletic director or your district's guidelines before approving anything that benefits one athlete.
Who approves booster club purchases?
Your bylaws decide. A common pattern is that the board may approve small purchases up to a set amount and the membership must vote on anything larger, and many districts also require the principal or athletic director to approve equipment before it is bought. Record which body approved each spend and the vote.
Should the coach vote at a booster club meeting?
Usually not on requests for their own programme, and some districts bar school staff from holding booster club office or voting at all. Record that the coach reported and made the request, and note that they abstained if a vote was taken. Check your district's policy on staff involvement in booster clubs.
Can we use an AI note taker for booster club meetings?
It can capture the discussion and the volunteer sign-ups, which are the parts a busy secretary tends to miss. The amounts, the motion wording and the vote counts should still be checked by the secretary and treasurer before the draft goes out, and the membership still approves the minutes. Tell members if the meeting is being recorded.
Sources
Checked on 5 October 2026. Vendors change their settings and prices often; follow the links for the current version.