Downtown Community Planning Council Administrative Policies

Member Duties & Responsibilities

This policy delineates the duties and responsibilities entrusted to individuals assuming administrative roles within the Downtown Community Planning Council (DCPC), hereby referred to as “Administrators”.

I. Accountability

Administrators are expected to fulfill their designated duties with diligence and integrity. The DCPC shall seek the replacement of Administrators who are persistently failing to meet the duties and responsibilities stated in this policy.

II. Definitions

General Meetings: Defined as the scheduled meetings involving the full membership of the Downtown Community Planning Council, aimed at deliberation, decision-making, and dissemination of pertinent information related to Downtown’s planning and development.

The City: The City of San Diego

DSD: The City of San Diego’s Development Services Department

III. Role-Specific Duties

A. Chairperson

  1. Agendas
    a. Distribution
         i. Unless impeded by unforeseen changes, requests, or circumstances beyond the control of the Chair, the Chair should finalize and forward DCPC meeting agendas to the City for public distribution at least one week prior to the meeting. 
         ii. The Chair should include the Vice Chair & Secretary in communications to the City regarding public agenda distribution to ensure accountability.
    b. Content
         i. Agendas should not contain materials that are or could be copyrighted, including development project materials from Offline Reviewer Form shared by the City.
  2. The Chair should submit the “Information Bulletin 620 Community Planning Committee Distribution Form” (IB 620 Form) to the City via the designated portal, no later than 30 days following an approve or deny decision taken by the DCPC on a permit or project.
    a. The Chair should ensure that a copy of the IB 620 Form, along with any pertinent documentation, is forwarded to the appropriate DSD personnel involved with the project (e.g., the staffer who shared the Offline Reviewer Form to the Chairperson) as well as to the project’s key stakeholders (e.g., owner, consultant, or presenter).
    b. The Chair should include the Vice Chair & Secretary in communications to the City regarding IB 620 Forms to ensure accountability.

B. Vice Chair

C. Secretary

D. Subcommittee Chairs

  1. Unless impeded by unforeseen changes, requests, or circumstances beyond the control of the DCPC, all Subcommittee Chairs should finalize their meeting agendas and forward them to the DCPC Chair at least one week prior to the meeting.
  2. The Communications Subcommittee Chair should ensure that announcements for forthcoming General Meetings are posted on relevant social media platforms a minimum of 72 hours before the scheduled meeting, to facilitate optimal member and public engagement.

Communications Policies

Communications Retention Policy
  1. Purpose
    The purpose of this policy is to ensure the proper retention and management of electronic communications related to the Downtown Community Planning Council’s (DCPC) digital accounts. This includes, but is not limited to, DCPC email and social media accounts.
  2. Scope
    This policy applies to all members, staff, and volunteers of DCPC.
  3. Definitions
    Electronic Communications: Any form of communication transmitted by electronic means, including emails, text messages, instant messages, and other digital communication platforms not including comments left by outside parties on DCPC social media posts.
    Retention Period: The specific duration for which electronic communications should be stored.
  4. Policy: All electronic communications pertaining to official digital accounts of DCPC should be retained for at least 5 years from the date of creation.
  5. Responsibilities
    5.1. The Executive Chairperson and Communications Committee, as the ones overseeing the digital accounts, are responsible for the implementation and oversight of this policy.
    5.2. All DCPC members are responsible for adhering to this policy and ensuring electronic communications are retained as specified.
  6. Compliance Failure to comply with this policy should result in disciplinary action, including removal from Committees and assignments.
  7. Review and Modification This policy shall be reviewed and modified as necessary to ensure effectiveness and compliance with relevant laws and regulations.
  8. Elections Committee Exemption
    8.1 Purpose of Exemption: Recognizing the sensitive nature of the information handled by the Elections Committee during the electoral process, this exemption aims to mitigate risks associated with the retention of sensitive data.
    8.2 Scope of Exemption: This exemption applies exclusively to the Elections Committee of the Downtown Community Planning Council (DCPC) and pertains to all forms of electronic communications as defined in section 3 of this policy, which contain sensitive information including, but not limited to, personal addresses and identification details of individuals.
    8.3 Exemption Period: Electronic communications falling within the scope of this exemption are not subject to the retention period outlined in section 4 of this policy. Instead, such communications should be deleted 30 days following the conclusion of an election, ensuring no prolonged storage of sensitive information.
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