San Diego Media Pros

Policies and Procedures

1. Mission

Educate, inspire, and connect media professionals across San Diego.

2. Code of Conduct

2.1 Anti-Harassment Policy San Diego Media Pros is committed to providing a safe, inclusive, and harassment-free environment for everyone, regardless of gender, sexual orientation, disability, physical appearance, race, or religion. We do not tolerate harassment of members, guests, or volunteers in any form.

2.2 Prohibited Behavior Prohibited behavior includes, but is not limited to:

  • Unwelcome sexual advances or physical contact.

  • Sexist, racist, or exclusionary jokes and language.

  • Stalking or following (physical or digital).

  • Harassing photography or recording.

  • Sustained disruption of talks or other events.

2.3 Reporting Procedure If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a Board Member or Officer immediately.

  • Formal Reports: Reports can be made in person at events or via email to: conduct@sdmediapros.org

  • Anonymity: All reports will be handled with the strictest confidentiality possible, protecting the identity of the reporter while allowing for a thorough investigation.

  • No Retaliation: The Board strictly prohibits retaliation against any individual who reports harassment in good faith.

2.4 Consequences and Enforcement The Board of Directors reserves the right to take any action deemed necessary to maintain a safe environment. This may include:

  • A formal warning.

  • Immediate removal from an event without a refund.

  • Temporary suspension or permanent termination of membership.

  • Prohibiting future attendance at San Diego Media Pros functions.

3. Membership

  • Eligibility: Membership is open to all individuals working in or aspiring to work in the media industry.

  • Dues: Membership dues and benefits will be reviewed annually and published on the organization’s website.

  • Participation: Members are encouraged to attend events, contribute to discussions, and volunteer with committees and events.

4. Board of Directors

4.1 Board Roles

  • Board Members serve in a leadership and strategic planning capacity.

    • The Officers including President, Vice President, Secretary, and Treasurer, serve as members of the board and provide its leadership.

  • Board Advisors offer guidance based on industry expertise and experience but may not vote on formal Board decisions.

4.2 Eligibility Requirements

To be eligible to serve as a Board Member:

  • The individual must have been an active, dues-paying member of San Diego Media Pros for a minimum of one (1) year.

  • The individual must have been a regular attendee at San Diego Media Pros events for a minimum of one year 

To be eligible to serve as an Officer, the individual must:

  • Have served as a Board Member or participating Board Advisor for at least one (1) year.

4.3 Exceptions

  • The Officers reserve the right to approve any potential Board Member or Officer outside of these eligibility requirements, if deemed in the best interest of the organization, by a two-thirds majority vote.

4.4 Terms and Elections

  • Voting Board Members serve for staggered 2 year terms, or until their successors are elected and qualified. The vote for the President and Secretary occur in even-numbered years. The vote for the Vice President and Treasurer will occur in odd-numbered years.

  • Elections and appointments will be held annually in January, with open nominations from the current Board and membership.

5.5 Board Roles and Responsibilities

All Board Members are expected to:

  • Provide industry insight and professional expertise

  • Attend regular board meetings and organizational events

  • Act in the best interest of San Diego Media Pros and its members

  • Promote the mission and values of the organization

  • Participate actively in planning, decision-making, and committee work

  • Maintain confidentiality on sensitive matters

  • Serve as ambassadors for the organization in the media and professional community

  • Contribute to strategic planning and program development

Advisory Board Member

  • Offers guidance and recommendations based on experience

  • Supports organizational initiatives and mentorship efforts

  • May attend board meetings and participate in discussions (non-voting role)

Officer Roles, as outlined in detail in the ByLaws, include the following:

President

  • Provides overall leadership and strategic direction

  • Presides over board meetings and general membership meetings

  • Acts as the primary spokesperson for the organization

  • Works closely with the board to ensure goals are met

Vice President

  • Assists the President in leadership duties

  • Presides over meetings in the President’s absence

  • Leads special projects or initiatives as needed

Secretary

  • Maintains official records of board meetings (agendas, minutes, attendance)

  • Ensures timely communication of board decisions and organizational updates

  • Supports administrative functions of the organization

Treasurer/CFO

  • Manages financial records and reporting

  • Oversees the annual budget and financial planning

  • Ensures compliance with fiscal policies and nonprofit regulations

  • Reports financial status to the board regularly

5. Meetings

  • The Board shall meet monthly, or as determined necessary by the Officers.

  • General membership meetings or events shall be held at regular intervals to promote engagement and transparency.

6. Amendments

The Board of Directors maintains the authority to update these Policies and Procedures to reflect the evolving operational needs of the organization, provided such changes do not conflict with the primary Bylaws.

This Policies and Procedures document may be amended by a majority vote of the Board. Proposed amendments should be submitted in writing and shared with Board Members in advance of any vote.