Search Results for: historian report

As of 2024, the Annual Historian report is no longer required, and the job of Historian is no longer a required member of the executive board. Your PTA may choose to continue to collect the hours for your records but it does not get submitted to the California State PTA.

It is still an excellent entry level position for someone who would like to be a member of the board or for a student board member.

Many PTAs like to have a record of how many volunteer hours were accumulated throughout the year and the grand total presented to your school board as an example of the value of volunteering.

The historian can also serve as the person who documents all the activities of your PTA. Having a photographic record that you can show off at a back-to-school event can encourage other people to volunteer and helps to show off exactly what your PTA provides for your school community.

Job Description for Historian

Download the Historian Job Description

KEY ROLE – Historian

• Captures, assembles and preserves a record of activities and achievements of a PTA
• Collects volunteer hours for PTA meetings and events
• Completes and submits the number of volunteer hours to council/district PTA, if requested
• Displays or presents brief overview of PTA year at meeting near the end of the school year

GETTING STARTED

Preparation – Look through the procedure book and other materials supplied by previous historian for ideas on how it was done and what worked best last term.

Record Volunteer Hours – Decide on a process to record volunteer hours at all meetings and PTA events, using a tool such as a tally sheet or excel spreadsheet.

PTA Training – Attend council, district and California State PTA workshops for historians to get the big picture.

FAQs – HISTORIAN

Why may historians collect volunteer hours for a PTA?
Volunteer hours may be collected and reported to emphasize and showcase the hours volunteer PTA members and leaders invest in PTA. They are also used in advocating on behalf of children and as information in grant writing.

What do I include as volunteer hours?
Include time spent by all of your members in activities related to the operation of your PTA. This includes volunteer time spent for meetings, preparation, travel, PTA events, workshops and convention. One easy way to remember is, if PTA asks you to do it, count it toward your PTA’s volunteer hours.

How do I collect volunteer hours?
Start to collect and tally all of your members’ hours from the beginning of the PTA year. Consider using a sign in or tally sheet at PTA events and meetings for everyone to use to report their volunteer hours each month.

Learn more: www.capta.org

Committees are formed to plan, promote, and implement the activities of the PTA. The quorum for a committee is a simple majority of the members serving on that committee. A standing committee is established to perform a continuing function and remains in existence permanently for the life of the assembly that established it. A special committee should have a definite purpose and is subject to the directives of the membership. It remains in existence until the duty assigned to it is accomplished, unless discharged sooner, and it ceases to exist as soon as the association receives its final report.

All unit, council, and district PTAs are required to elect a nominating committee (Nominations and Elections).

Committee Creation

PTAs are encouraged to explore areas of local concern not listed in these guidelines, as long as these concerns fall within the scope of PTA activities. PTAs should share their successful programs and ideas for new committees with their councils and districts, so that other units with similar concerns may benefit from these successful experiences.

The number of committees needed to carry on the work of the unit will depend upon the size of the membership and the program and activities (goals) for the year (Goal Setting) and may include:

Community Concerns
Disaster Preparedness/Crisis Response
Education
Environmental
Family Engagement
Financial Committee
Financial Review
Founders Day
Fundraising
Graduation/Prom Night
Health
Historian
Honorary Service Award
Hospitality
Legislation
Membership
Outreach
Program
Public Relations
Publications Coordinator
Reflections Program
Room Representative Coordinator
Safety
Student Involvement
Volunteer Coordinator
Website
Others as needed

The responsibilities and goals of the committee must be clearly defined. The committee members should know if funds have been allocated for the committee’s use and what records or resources are available to them. A timeline must be established for scheduled meetings, the completion of specific tasks, and the presentation of the final report to the president and executive board.

Committee members must understand that:

• Committees do not function as separate groups but are part of the association and must operate within the framework of PTA bylaws, policies, and procedures;
• Committees make recommendations, not decisions;
• All projects and activities must have the approval of the executive board and the association in advance; and
• All money raised or derived from the activities of a committee is deposited in the unit treasury and shall not be expended by any chair or committee without the approval of the executive board and association.

Download the Program Chair Job Description

KEY ROLE – Program Chair

• Works with the Program Committee and other chairs to plan and organize programs for the school year
• Collaborates with the principal, PTA president, other committee chairs and campus student groups to coordinate, plan and implement programs
• Develops an annual program calendar and presents it at PTA association meeting for adoption
• Publicizes the approved program calendar using newsletters, website, social networks and school handbook
• Oversees volunteer recruitment and delegates tasks for implementing and running programs

Presenting Programs

• Arrive early and check the site for requested equipment, room set-up and hospitality arrangements
• Allow extra time to test all sound and audio-visual equipment before program starts
• Greet the presenter, provide nametag, agenda and briefly review presentation format and content
• Introduce the presenter and topic and, after the presentation, extend the group’s appreciation
• Act as host during social time
• Send thank-you notes promptly, along with authorized expense reimbursements, photos or press clippings

Evaluating Programs 

• Review completed programs as a committee to determine what worked best; present a report to the PTA board or association and make recommendations for future planning committees
• Provide any program flyers and publicity to historian for PTA records
• Maintain a procedure book, noting successes and failures, ideas for future presentations, copies of correspondence, program resources and references

Learn more: www.capta.org

Download the Founders Day Job Description

Key Role – Founders Day Chair

• Works with the Founders Day Committee and other chairs to organize a PTA Founders Day event
• Oversees volunteer recruitment and delegates tasks for implementing and running event
• Presents Founders Day budget for approval at the executive board meeting at start of the PTA year and monitors authorized budget
• Reports on Founders Day plans and organization at board meetings

Getting Started

Preparation – Review the procedure book from last term for ideas on what worked well.

Schedule Meeting – Get together early in the year with the Founders Day Committee to brainstorm ideas, set goals and propose activities together.  Include new and experienced volunteers on the committee for planning, preparation and work. Coordinate efforts with your historian (if applicable), program and hospitality chairs.