Council and Committee Meetings

The Council and Committee Meetings feature belongs to the Cloudpermit planning approval process. Usually, these meetings follow a strict municipality-based protocol because they are held to decide on planning applications under agreed policies in the local government. 

The municipal planning administrators will preconfigure this feature to be a part of the planning approval by adding required meeting types in Cloudpermit. 

Creating a meeting request

  1. Select the meeting type in the Dashboard and click the "date" link to enter the meeting.
  2. The meeting types are in tabs under Meetings. Move from one meeting to another by clicking tabs.
  3. Select the meeting in the tab. Click Create a meeting.
  4. Select the Meeting type, Meeting date, and Meeting time. Enter description. Click Create.
  5. The meeting request has been created. You can edit the meeting date, time, or description, cancel the meeting or close it.

Assigning an application to the meeting

  1. Scroll down to Council and Committee Meetings in the Application workspace. Click Add the Workspace to a Meeting.
  2. Select the meeting type and date from the drop-down menus and enter the description. Click Add.
  3. The application workspace has been added to the selected meeting.
    Editing the meeting's description and removing the application workspace
    1. Click Edit to change the meeting description and click Save Changes.
  4. Remove the application workspace from the meeting by clicking Remove from Meeting, shown in the image of step 3.
  5. Accept the removal by clicking Yes.
  6. The application workspace has been removed from the meeting agenda.

Marking a meeting as held

  1. Scroll to the Meetings workspace in the Dashboard and select the meeting type. Click the date link under the meeting to enter the workspace.
  2. Select the meeting type from the tab under Meetings. You will have a list of meetings for the selected meeting type.
  3. Click Close Meeting.
  4.  If all applications in the view are included in the meeting and can be closed, click OK.
  5. The selected meetings have been closed.
  6. The next step will be the draft approval.

Downloading a meeting package

  1. Scroll to the Meetings workspace in the Dashboard. Select the meeting type and click the date link to enter the meeting workspace.
  2.  In the example, seven (7) meetings are planned for the same date.
  3. Before downloading your PDF documents, ensure Adobe Acrobat Reader is installed on your computer. 
  4. Click Download agenda PDF. It will collect all the meetings in the same PDF file.
  5. Save the file on your computer and open it. The PDF file is a simple file that shows all the assigned applications to the meeting. should look similar to the image below.
  6. To download the meeting package, click Download Meeting Package.
  7. Save the file on your computer. The meeting package contains the agenda and approval applications for the selected date. It also includes the application form and all related attachments. It can also include other documents that the municipal authorities believe are important to be included in the meeting package.
  8. The PDF file should look similar to the image below. It may contain several pages.

Uploading decisions

The Council's decision is ready to be uploaded in the application workspace once it has been decided. The Municipal Planning authority will set the application to the approval step. After that, the application has a Council's and Committee Decision section to upload the decision. The decision will be available and downloadable in PDF format.

  1. Scroll to Councils and Committee Decision in the application workspace.
  2. Click Upload Council's Decision.
  3. Select the document from your computer.
  4. Click Change, if you wish to add a description and a Council's Committee date.
  5. Type the description, select the date, and confirm.
  6. The Council's Decision has been uploaded successfully to the application.

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