Annual Reports

Every PTA is required to prepare an Annual Report. Information from these reports is compiled and forwarded to the California State PTA. Design and distribution of forms for the Annual Report shall be the responsibility of the California State PTA.

Each historian, or someone designated by the president, shall prepare the Annual Report. However, final responsibility remains with each president to see that the report is completed and submitted in accordance with deadlines established by the California State PTA. Contact your council or district PTA for the deadlines for reports.


The Unit Annual Report Form (Forms 469) includes instructions to document pertinent information, volunteer hours totals, and brief descriptions about successful PTA program activities from July 1 and projected through June 30 of the following year. The California State PTA commissions and committees use the information as guidelines for review and revision of programs, publications, projects, and leadership training. The volunteer hour numbers are used to raise the awareness of legislators, school, and community personnel.

The volunteer hours must be totaled before the end of most school or PTA terms in order for the state office to process the information. Unit and council volunteers should be asked to project ahead and estimate as closely as possible the number of hours they will spend in PTA activities through June 30th.

The district PTA report must be postmarked by June 1, each year. Councils and units must set deadlines to allow for adequate time for their reports to be received by the district PTA, in order that all hours may be tallied and totals submitted on the district PTA report.

Councils should send one copy of each units submitted report to the district PTA, attached to the council report. Out-of-district units or outof- council units should submit their reports through channels. District PTAs should send the collected information to meet the state deadline and continue to collect any reports outstanding from as many units and councils as possible.

Download the Unit Annual Report Form in Adobe Acrobat PDF format.

Download the Council Annual Report Form in Adobe Acrobat PDF format.

Annual Reports
School Administrators
Responsibilities of Officers/Chairmen

Parliamentary Procedure
Executive Leadership
Executive Board
Job Descriptions

Many of the materials in this Web site are available in Adobe Acrobat PDF format. The Acrobat reader is a free download from Adobe Software.