The PTA Historian
The PTA Historian (See Historian, at capta.org.)

The historian assembles and preserves the record of activities and achievements of the PTA, and assists the president in preparing the Annual Report. Historian records, like minutes, should be kept forever.

Collection of volunteer hours is important to our organization for many reasons. Maintaining federal tax exemption is one of the most important. An organization granted nonprofit charitable status must receive one-third of its support from the general public. Valuation of service hours expended in carrying out the purposes for which it was formed will positively effect the public support ratio of PTA. Volunteer hours can be reported in the narrative portion of the IRS 990 report and can also be placed on your PTA's financial statements.

Historian Duties

  • Record historically significant items such as:
    • List of charter members
    • First bylaws
    • Copy of unit charter
    • Historic photographs
  • Start a monthly calendar "diary" of unit activities
  • Decide on method for recording volunteer hours
  • Attend council/PTA district workshops for historians
  • Contact council/PTA district historian for assistance as needed
Contents for History Book

Keep written printed account of the year's activities and key personnel for the unit's permanent PTA History Book. Include:
  • List of officers and chairmen with titles and addresses.
  • California State PTA convention delegate list.
  • PTA membership and school student enrollment numbers.
  • Program and focus group topics (names of speakers and leaders).
  • Activities, projects carried out by PTA in school and community.
  • Any changes to bylaws.
  • List of recipients of Honorary Service, Continuing Service, Golden Oak Awards, and other special awards or recognition presented to or received by the unit.
  • Record of members' volunteer hours. (Volunteer Tally Sheet, Forms 451)
Present a brief summary of the year's history at a meeting near the end of your PTA year.

Create a scrapbook of mementos, photos, press clippings, newsletters, flyers, etc. which do not go into the history book.

UNIT ANNUAL REPORT

It is the responsibility of every PTA unit to prepare a Unit Annual Report. The historian or president as designated in the bylaws, is responsible for completing the Unit Annual Report (Unit Annual Reports 2.3.5a, 38; Forms 469).

Submit the report by council or district PTA due dates through PTA channels, keeping one copy for the procedure book.

Collect and tally members' volunteer hours from beginning of PTA year (Volunteer Tally Sheet, Forms 471). Advise members to project their volunteer hours for the last few months of the term according to planned PTA activities, due to the deadline for submitting the Annual Report.

Publicize the hours PTA volunteers have provided to the community. One example may be to compute the hours volunteered by members multiplied by an hourly ?wage.? Prepare a ?mock? check and present to your school board or city to bring attention to the needs of your school and its children.