The Explore Meeting: how it works
Input: Applicant submits the Explore proposal, and what topics they would like to discuss, and the questions they need answered. The file manager reviews the submission and contacts the applicant to talk about the proposal as well as any community involvement in the Explore Meeting.
Preparation: The file manager then takes the application to the CPAG team, to determine what stakeholders will need to be in the meeting. Additional topics are added to the meeting, and an agenda is prepared and circulated out to everyone.
Explore Meeting: The meeting occurs with all the stakeholders in the same room. A City facilitator runs the meeting to ensure all topics are discussed and a City note taker captures all the conversations that take place.
Draft: The discussions that occured in the meeting are captured by the note taker in a draft Explore Report. This draft report is then circulated to all the City stakeholders to confirm that the report accurately reflects the discussions that took place.
Explore Report: Once City staff have confirmed that the draft is an accurate representation of the discussions that took place in the meeting, is it then circulated out to external stakeholders, like the applicant. If there are any inconsistencies with the report, the applicant can contact the file manager to discuss.
Submit: With the information in hand, the applicant can now make changes to their application, which will ensure a smoother and hopefully shorter application process.