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Home Page > Club Leaders Page > Frequently Asked Questions
Frequently Asked Questions
Q: How do I set up a Web Site?
A: There are many different ways to set up a web site. Hosts like Geocities have templates to get you started. You can also check with your membership to see if someone can set up a site for you. Or you can hire someone to do it for you.
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Q: How do I get a club web name like www.clubname.com?
A: There are many place where you can register a Domain Name. Network Solutions is the primary one, but you can do a Google Search to find others. In addition some hosting companies will register your domain name for you.
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Q: Should I use .com or .org?
A: .org is traditionally used by NON-Profit organizations. However .com will be easier to find and remember.
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Q: Know any good ISPs?/Hosting Sites?
A: There are hundreds of Internet Service Providers the easiest way to find one near you is to check out The List.
A Web Host Site is a different matter, you will need to decide if you can afford to pay, and then decide what options you want and need. There are free hosting sites like Geocities and Angelfire then there are sites like Lunerpages and Readyhosting . You can also look up web host sites here at the Web Host Directory. Also we have been generously offered FREE WEB SITE HOSTING by The-Spa.com for any Official Parrot Head Club. This offer was generously made by Matthew de Jongh. To get more info just send email to dave@the-spa.com or call 413-539-9818. The-Spa.com already hosts several clubs websites including the Connecticut Parrot Head Club. All he asks is that people put a small logo we provide at the bottom of their homepage saying "website hosting donated by..."
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Q: How do I get Club T-shirts made?
A: There are many places you can get t-shirts printed. You can check your local yellow pages or check our useful links page.
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Q: What should we use to do newsletters?
A: Two programs that are useful fro created printed newsletters are Microsoft Word or Microsoft Publisher. Microsoft Publisher is a full fledged publishing program that can help you easily set up a newsletter.
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Q: Should we apply for 501c3, 501c7 status? Why and How?
A: First, PHiP is a 501(c)7. The official designation is that we are a not for profit, social organization. This means that donations are NOT tax deductible. That is why the PHiP web page states that written solicitations should contain a statement that contributions are not tax deductible. There is a relationship between PHiP and the Clubs in that PHiP issues charters to the local clubs.
The Paradise Charitable Foundation (PCF) is a 501(c)3. This type of organization is non-profit and is tax exempt. PCF was founded totally independent of PHiP (Although the founders were all Parrot Heads) and it is not even referenced in the PHiP bylaws. In early 2003, the original group that founded PCF asked the BOD of PHiP if they would take it over. The PHiP BOD felt that the correct thing to do would be to bring it in and either make it a viable entity or properly shut it down. After working with the IRS, we were notified last fall that PCF had gotten final approval from the IRS. That is the reason we used PCF for the auction at MOTM. It provided a tax deduction for the amount contributed over the fair market value. The future role of PCF is being worked on now. The BOD is trying to define it's mission and develop bylaws that will support that mission. We are probably a good six months away from having everything pulled together. The BOD has discussed a lot of ideas on the direction that PCF should go. The one overriding theme has been to protect our 501(c)3 status.
For the near future, here are some things that might help when addressing the 501(c)3 question.
- Try to develop a plan with the potential charity that allows those that are donating items to use the charity's 501(c)3 number. It will require good record keeping and more interaction with the charity's staff to make sure that they are protected. If an entity is going to issue a check for a sponsorship, have the check made out to the charity, but given through the club. (This would still be included on your reports to PHiP.)
- If the potential donor wants your EIN or tax id number, they are probably looking to make the donation tax deductible. If you do not have a plan in place like #1 above, make sure that they understand your tax status.
- Be honest with the potential donors. You might not get as much, but most will still contribute and they will appreciate your honesty. It could also keep you out of trouble with the IRS!
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Q: Who can I buy T-shirts/magnets/etc from?
A: You can check your local yellow pages or check our useful links page.
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Q: Should our club get D&O insurance? Liability insurance?
A: Below is some of the information that was discussed at the Treasurer's breakout session during MOTM. There have been a number of posts that have addressed different types of insurance so I will try to go through the basics. I want to state up front that I am not an insurance expert. The information that I am passing on is based on my dealings with the PHiP insurance carrier over the last 4 years. If anyone has conflicting information, please email me back channel and I will research the information you have.
First, let me state that the insurance that PHiP has does NOT cover any individual club or regional event. That is why we can not "sanction" any of the local or regional flockings.
The first thing that most clubs should consider as an insurance is to get incorporated. This greatly reduces the liability of the officers (although not totally). In most states it is a relatively easy and inexpensive process. Depending on the state(s), you will need bylaws and possibly articles of incorporation. This will also be a requirement for getting Director and Officer (D&O) insurance and Liability Insurance as well.
Purchasing any type of insurance will be based on several factors. In our case the first is the size of the club. It would be virtually impossible for the average club to afford D&O and liability insurance. Under normal circumstances, a club would have to have at least 100 members to begin to be able to afford insurance. The next factor is the " risk". That is evaluated by the insurance carrier looking at the bylaws to see what the club is authorized to do. (Here is where having well written bylaws can save you money!) The last major factor is the type of activities that the club holds. If you sell alcohol your risk and cost will shoot way up. Finding someone who will underwrite insurance for us has not been easy. I went through 5 companies before I found someone. They have indicated that they will work with any of the local clubs and I believe that they are very professional and cost conscientious. The company is The Johnson Insurance Company. PHiP's agent is Sue Cherrybon and her number is 305-872-2888.
D&O insurance is to protect the officers of the organization from lawsuits in the normal course of conducting the affairs of the organization. It will not protect them from any type of malfeasance. Things they would not be protected from are not following the club's bylaws, criminal activities (fraud, theft), etc. This insurance is not cheap. To give you an idea, PHiP has D&O Insurance and the annual premium is now $2,165 and has almost doubled in the last 4 years.
Liability insurance is normally purchased for a specific event and a specific time frame. MOTM has event insurance that covers the three days of the convention. The cost of that insurance in 2003 was $1,147. That premium is without the "risk" of selling alcohol. PHiP does not sell alcohol. We leave it up to the experts which reduces our liability but also reduces our profit potential. (If you are going to sell alcohol, make sure you have complied with any liquor permits requirements.)
I am more than willing to talk with anyone (bc) that has specific issues that they are not comfortable with or that I may not have addressed.
Char Schultheis
Treasurer, PHiP
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Q: Can we use the term Parrot Head/parrothead/ etc. for .... ?
The terms Parrot Head, Parrothead and Parrot Head Club are all trademarked by Jimmy Buffett and should not be used in commerce. We are permitted to use these terms in our logos and on club merchandise as long as this merchandise is not made available to anyone other than a Parrot Head Club member.
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