Calling All Members of the Writing Community:

Your opportunity to grow, learn, and participate as a strategic Board Member of the Elk Grove Writers Guild Inc. is here. It’s election time, and we are looking for enthusiastic volunteers to help us support emerging writers,  drive our growth, and develop more educational programming. Please view the available job descriptions below. Training and support will be available for all positions. If you are interested or have questions, please reply by January 31, 2026 to:  egwg2020@egweg.org or loyholder77@gmail.com.

President

The President of the Elk Grove Writers Guild, Inc.(EGWG) is responsible for leading the EGWG in its sole mission to help writers by providing educational events designed to improve their writing skills and include networking opportunities.

Specific Responsibilities:

  1. Working Relationships – Sells the EGWG event programs by personally developing working relationships with government arts managers, other literary organization presidents, newspaper and magazine editors, Chamber of Commerce, radio and TV media contacts, and more.
  2. Financial Oversight: Ensures the organization’s financial health by collaborating with the Board of Directors on payment of expenses, budgeting, financial reporting, and resource allocation for future educational events and networking.
  3. Planning: Meets and collaborates with the Board to develop a projected scope and schedule for the EGWG’s yearly Education Event Plan based on the current budget.
  4. Fundraising: Researches and writes, or causes to be written, grants that are categorized specifically as Arts and Culture grants, available for event and/or operations funding.
  5. Collaborates with the Board Treasurer and the Event Project Director in the management of grant funds acquisition, spending, and post-grant reporting to the grantor.
  6. Board Management – Fosters a strong and transparent relationship with the Board, ensuring open communication regarding nonprofit issues and performance.
  7. Education Event Program Oversight – Oversees and approves the Education Project Director’s plan for event development, payment of expenditures, implementation, data entry, and post-event reporting of educational events.
  8. Membership Program Oversight – Oversees and approves the Membership Director’s plan for data entry, communication with members, and growing the EGWG membership.
  9. Legal Tasks – Recruits volunteers; renews and pays for yearly non-profit expenses; renews 501(c)(3) documents when due; prepares the monthly Board Meeting Agenda, sends it out to all Board members, and presides over all Board meetings.
  10. Proof Newsletter – Shares with Vice President or Chief Technological Director in proofing the newsletter in time for the Newsletter Editor to make corrections and send the final version back to the President. The President then sends out the final newsletter to all on our Mailer Lite Contact List on the first of every month.

Vice President

1. In the absence of the President, or in the event of his or her inability or refusal to act, the Vice President shall perform all the duties of the President. When so acting, he or she will have all the powers of, and be subject to all the restrictions on, the President.

3. Maintain the Library and coordinate with the Chief Technical Officer to keep the Library List

4. Share with the President in critiquing each month’s newsletter, in time for the Newsletter Editor to make corrections and send the final version back to the President so it can be sent to all EGWG members on the first of each month.

5. The Vice President shall have other powers and perform such other duties as may be prescribed by law, by the Articles of Incorporation, or by these Bylaws.

Treasurer

The Treasurer’s general responsibility is to manage the finances of the Elk Grove Writers Guild, Inc.  as follows:

  1. In collaboration with the President, plan and lead a yearly budget planning meeting with the Board. Using the accrual accounting method, develop a budget plan that includes managing revenue and expenses to ensure the sustainability of the Elk Grove Writers Guild Inc. 
  1. Record all revenue and expenditures on a monthly Revenue-Expense Ledger. 
  1. Review, approve, and pay,  by check or Visa Card,  expenditure requests sent to the Treasurer by the other Board members in accordance with the yearly Budget Plan. 
  1. Check PayPal regularly for all revenue received. Then go to “PayPal, to online-transfer the incoming funds to Farmers and Merchants Bank. 
  1. The Treasurer also takes revenue, in the form of checks, to the bank when received in the US Mail, or otherwise given to him/her. 
  1. Also, the Treasurer should check the monthly bank statements for any unknown monthly credits or debits to the Bank Account. 
  1. Collaborate with the Event Project Director to ensure all incoming revenue and expenditure totals are correct, then prepare the Treasurer’s report. 
  1. Present the Treasurer’s Report for approval at the monthly board meeting. 

9. After each Board Meeting, send a copy of the Bank Statement, Treasurer’s Report, and the monthly Revenue-Expense Ledger to Christopher Thomas at cthomas@dynamais.com.  He does our Nonprofit 990EZ Tax Exemption forms each year, by May 15th. The Treasurer will also need to sign the RRF-1 form, which goes to the Attorney General’s Office.

Secretary

  1. Assists the President in forming monthly meeting agendas.
  2. Takes all Board minutes and emails them to the Board of Directors.
  3. Checks the Bylaws in relation to current Elk Grove Writers Guild procedures.
  4. Receives program/event planning form and distributes it for Board discussion.
  5. Keeps a copy of current Job Descriptions as needed for the Annual Planning Meeting.

6. Sends out cards or correspondence on behalf of EGWG as directed by the President.

Event Project Director

  1. Develops proposed plan for the planning, funding, organizing, development, and implementation of Elk Grove Writers Guild, Inc. educational writers conferences, seminars, Zoom classes, and fundraisers.
  2. Submits the plan to the President and Treasurer for approval, then presents it to the EGWG Board for approval.
  3. After plan approval, sends a request to the Treasurer to pay the venue deposit(s) and staff event(s) with speakers and volunteers. Some events may also need an editor, an agent, and a bookseller on-site.
  4. Marketing – Works with Graphics, Printer, and marketing team to develop a marketing plan, marketing material, and activities. Requests payment from the Treasurer to cover the marketing costs and monitors results by increasing attendance in event registrations.
  5. Data Entry – Enters, updates, and maintains the Event Spreadsheet on all incoming and outgoing payments. Please Note: This spreadsheet becomes the Check-In list on Event Day, and payments come to EGWG: (1) via Outlook mail;  (2) by check mailed to Treasurer; (3) handed to President or Treasurer; (4) paid with a check or cash at the event check-in; and (5) payments made by credit card that come to EGWG PayPal Activities.       
  6. Prepares the post-event report as directed by the President, signs it, and sends it to the grantor.
  7. Conducts yearly Big Day of Giving online for donations and goes to other events such as Book Festivals to represent the Elk Grove Writers Guild, Inc., its program, and educational services.
  8. Initiates possible design of Board handouts and forms, to be improved and confirmed by the President.

Membership Director

1. On May 1st, send an email out to current members and the EGWG Mailer Lite Contact List, inviting current members to renew their membership and new contacts to join the EGWG.
2. In addition, new members can join the EGWG any time during the year. So, as needed, you’ll do data entry onto the Membership Directory(spreadsheet) of dues payments, which come into EGWG via any of the following payment methods:
     a) via Outlook mail
     b) by check mailed to the Treasurer
     c) handed to the President or Treasurer
     d) payments made by credit card that come to EGWG PayPal Activities.
3.  Collaborate with the Treasurer on receipt of funds.
4. Please note the following form letters you will need to use:
     a) Dues Welcome and Thank-You Letter
     b) 2026 New EGWG Dues Renewal Letter
     c) 12-1-25 EGWG Membership Directory Form Revision.1
5. Send new members the above Welcome Letter, as an attachment to an email. Then, add the File Link of the Welcome Letter you just sent to the Membership Directory, Welcome Letter Link column.
6. Plan and implement membership drive events, in accordance with the budget plan,  to increase our membership, and send any requests for payments of marketing and event-related expenses to the Treasurer for approval and payment.

 

Chief Technology Director

1. Maintains the Elk Grove Writers’ Guild website, including:

     a) Posting the monthly newsletter

     b) Posting the collaborative calendar for the upcoming month

     c) Managing and updating the content, including:

          i. The Elk Grove Writers’ Guild Library and

          ii. The Author/Member pages

          iii. Other pages as may be deemed necessary

2. Provides technical support as needed.