Chapter Guidelines and Recommended Processes
Robots scour websites comparing images around the world with copyrighted photos taken by professional photographers. If no fee is on file, the robot triggers a legal process that can claim $750 – $2,000 in damages to use the image – even if the site is taken down, copyright damage is done.
Newsletter and Web Editors must be sure that the owner of any photo being included in your chapter communication is duly owned and released for your specific publication that author or photographer. An authorization is a MUST HAVE for legal protection against a claim, especially if the newsletter is available on ANY website.
Some photographers accept giving them credit for free user. Others charge royalty fees to use the image AND also note the author’s name. So simply listing the author’s name may not be enough legal protection to publish that content.
NL-1.1 Always give credit to the photographer, unless there is no obligation listed such as “No attribution required for non-commercial use.”
NL-1.2. Look for free images at pixabay.com or unsplash.com, however if you or your chapter photographer take that pic, then YOU know it’s OK to use freely.
NL-1.3. Careful! Don’t select ‘sponsored stock’ as you will pay a fee to use that image or risk the copyright infringement from the originating photographer!
If in doubt of image ownership, DO NOT publish it in the newsletter.
Web-1.1 MEET US
Feature at least one regular, monthly event listed at a public venue to demonstrate your chapter is ongoing and open to “walk in” info seekers and members. A simple “Meet Us for Coffee” can work wonders in being available to interested men.
Web-1.2 WHAT WE DO
Your calendar of events and activity list signals a chapter operates year-round. Picnics, cards and table games, pool parties, walking groups, tours, and adventures show we do more than socialize at a dine out.
Web-2.0 CONTACT US and PRIVACY
Local chapters must protect member information to maintain privacy and trust in today’s world of technology.
W-2-1. DO NOT display personal telephone numbers or private e-mail addresses, unless pre-approved by that owner.
W-2.2 DO NOT identify individuals in photos, unless those pictured have agreed and signed off and agree to be published on the website.
All Local Chapters must have at least two (2) leaders with access to each of these key functional areas:
- banking transactions
- membership rosters
- websites administration
- chapter personal computer
- social media accounts.
Enabling two or more members of the chapter leadership team allows for activities to continue uninterrupted in case of the unexpected absence or loss of a key functional leader.
CORPORATE STATUS
Local Chapters are required to obtain legal status as an entity. Between Canada and US legal regulations are different.
US corporations: 501(c)(7)
In the US, registering as a non-profit corporation – as a “social Social clubs MAY be exempt from US Internal Revenue Service federal income tax under IRC 501(a) as organizations described in IRS 501(c)(7) if they are “organized for pleasure, recreation, and other nonprofitable purposes.”
US corporations 501(c)(3)
This category is reserved for “Organizations described in section 501(c)(3) are commonly referred to as charitable organizations.” Organizations described in section 501(c)(3), other than testing for public safety organizations, are eligible to receive tax-deductible contributions organized for pleasure, recreation, and other nonprofitable purposes.”
TAX EXEMPT STATUS – Sales Tax vs. Donations.
Both 501(c)(7) and 501(c)(3) corporations may be recognized by states to NOT pay sales tax on certain products and services. This is managed by the governing tax rules by state.
The US Internal Revenue Service (IRS) “tax exempt” to receive donations AND allow the donor to deduct the value from personal or corporate taxes. and is completely separate from filing for corporate status. These are two different transactions and exempt statuses.
A. Local Chapters may apply to the to be exempt from sales tax within a state.
B. Obtaining tax exempt status for donations which may then be eligible for a exemption to the donor. In the past, The filing process has been long and the $1,400 fees have been long and high, frequently being denied unless the chapter is a 501(c)(3) status. Additional reporting to the IRS is required for 501(c)(3) corporations.
- PTWW Chapter Logo Guidelines 1-MAR-24
Overview and Options In 2020, the PTWW Logo Refresh Project created a rainbow design with six colors and shades selected as the background for the Original PrimeTimers® Worldwide abbreviation letters “PTWW” along with description text. In light of this change to the PTWW logo, Prime Timer Chapters now have two basic choices regarding their Chapter logos:
- Since the handshake logo element is no longer required to be used by Chapters, some Chapters may choose to update their Chapter’s image by using a different logo, background, and/or design – providing that their new logo does not include design elements protected under copyright laws. These new Chapter logos can be created by using standard color offerings and font styles available from desktop publishing tools.
- Other Chapters may choose to continue using a handshake image as part of their Chapter logo.
a. Editing of the upper or lower description line to include the Chapter’s name: “Prime Timers City/Town” or “City/Town Prime Timers”
b. Editing of the lower description line to read “A Chapter of PrimeTimers® Worldwide.”
Note that PTWW does not provide complete design services directly to Local Chapters, although a list of freelance graphics artists can be provided by the PTWW Logo Team for more extensive Chapter logo design work.
Logo Design Considerations Many Chapters using the oval/handshake logo can simply substitute a rainbow color bar with their Chapter’s initials on it. Since most logos are primarily used for local newsletters, merchandise and banners, this should not pose a serious conflict of identity.
However, since a significant number of Chapters have identical Chapter initials, Chapters may wish to look at the logos of other Chapters to develop a unique and easily identifiable logo. Chapters using the rainbow color bar with their Chapter’s initials may wish to consider adding one or more additional logo differentiators:
- The upper description should have the full Chapter name above the rainbow color bar.
- Using a different rainbow color bar or similar design can also provide brand differentiation. (Although the original 1978 Pride flag had eight colors, other variations include from 6 to 12 colors, with more colors for LGBTQIA+ identifications. Pick one of those variations or create your own.)
- To ensure that your logo can be used for multiple purposes, make sure that your Chapter’s basic design can be easily read, even if it is as small as a lapel pin.
Additional Notes
- A file copy of each Chapter’s logo (or changes to that logo) is to be forwarded by the Chapter’s Secretary to the PTWW Secretary for archival and Web Tigers purposes, for use on the main PTWW website NewsDesk, and for news items posted by PTWW about Chapters.
- In addition, the Chapter’s current “Logo on File” will be tracked on the annual Chapter Profile update report.
- No pre-approval of a Chapter’s logo is required by PTWW.
- As long as a Chapter is in good standing and conducts itself in such a way that it will contribute to the good name of the Society, it may continue to be identified as “A Chapter of PrimeTimers® Worldwide.
New changes in formatting and wording are in committee as of April 2024 to be proposed for a vote by Chapter Presidents after September this year.