Concept Meeting and Pre-submittal Meeting scheduling and document transmittal portal

Concept Meetings and Pre-submittal meetings are intended to help applicants understand the development process and identify regulations with significant bearing on the proposed project. In some instances these meetings are a required step within the application process. 

Scheduling and document transmittal for these meetings can be performed via the Acuity Scheduling link and document upload portal provided at the bottom of this page. Please review the four types of meetings offered, and then proceed to the Scheduling and Document Transmittal section below. Please be advised that pre-submittal meeting availability fluctuates based on demand, and same week scheduling may not be available.

Development Review Concept Meeting

Concept meetings are meant to explain, in general terms, the development review process, what is allowable, and what may be required to accomplish the goals expressed by those in attendance. Planning-only pre-submittal meetings may be scheduled as concept meetings. 

  1. Concept meetings are conducted virtually on Thursdays, 1:00pm-5:00pm. There is no fee for this service.
  2. Time slots are 30 minutes and arranged on a first-come, first-served basis.
  3. Same-week scheduling is possible if time slots are available, but the request must be received by 12:00pm Tuesday to allow sufficient review time prior to conducting the meeting
  4. It is helpful - but not required - to send a site sketch or preliminary plan in advance. Plans should be transmitted at the same time the meeting is scheduled. 
  5. Proceed to Scheduling and Document Transmittal

Development Review Multi-departmental Pre-submittal Meeting

Multi-departmental pre-submittal meetings are intended to provide a comprehensive summary of applicable Unified Development Ordinance (UDO) and transportation requirements, stormwater and development engineering regulations, and infrastructure capacity.  

  1. Pre-submittal meetings can be requested as an optional service, but they are required for:
    1. Site Plans or Preliminary Plat applications within a design district; 
    2. Site Plans or Preliminary Plat applications associated with a development plan; and
    3. Conservation Subdivisions. 
  2. Pre-submittal meetings are conducted virtually on the second and fourth Wednesdays of each month between 1:00pm-5:00pm. There is no fee for this service. 
  3. Time slots are one hour and arranged on a first-come, first-served basis. 
  4. Meetings must be scheduled at least a week in advance. 
  5. Plans and elevations must be provided in advance if those elements are required with the forthcoming application submittal. They should be transmitted using instructions provided in item #7 below at the same time the meeting is scheduled. Designs should be at least 60% complete. 
  6. A Department of Public Works pre-submittal meeting checklist is available here
  7. Proceed to Scheduling and Document Transmittal.

Board of Adjustment Pre-submittal Meeting

Board of Adjustment (BOA) pre-submittal meetings are required for Variances, Major and Minor Special Use Permits, Transportation Special Use Permits and Reasonable Accommodation Requests. They are optional for Appeals applications. The purpose of a BOA pre-submittal meeting is to discuss the application review and public hearing process, and identify applicable Unified Development Ordinance requirements.

  1. BOA pre-submittal meetings are conducted virtually on Mondays, 9:00am - 11:00am and 1:00pm - 4:00pm, and Fridays, 9:00am - 12:00pm. 
  2. Time slots are 30 minutes and arranged on a first-come, first-served basis. 
  3. Meetings must be scheduled at least a week in advance.
  4. Typical submittal information includes a Site Plan, if concurrently under review, or a plot plan, clearly showing proposed changes, photographs, floor plans, and/or elevations, as appropriate, for projects that do not require Site Plans.
  5. Proceed to Scheduling and Document Transmittal

Street Closing Pre-submittal Meeting

Street Closing pre-submittal meetings are required before a street closing application may be submitted. The purpose of the meeting is to explain the closing process as well as to determine if the street closing process is the correct process for proposed removal of right-of-way. 

  1. Street Closing pre-submittal meetings are conducted virtually on Thursday afternoons, 1:00pm-5:00pm. There is no fee for this service.
  2. Time slots are 30 minutes and arranged on a first-come, first-served basis.
  3. Same-week scheduling is possible if time slots are available, but the request must be received by 12:00pm Tuesday to allow sufficient review time prior to conducting the meeting.
  4. A parcel map clearly depicting the subject area of the proposed right-of-way removal is required in advance. The map should be transmitted at the same time the meeting is scheduled.
  5. Proceed to Scheduling and Document Transmittal.

Scheduling and Document Transmittal

Follow these steps to choose your appointment time and transmit documents.

  1. Choose your meeting type and schedule the appointment
    1. Concept Meeting
    2. Development Review Multi-Departmental Pre-submittal Meeting
    3. Board of Adjustment Pre-submittal Meeting
    4. Street Closing Pre-submittal Meeting
  2. Transmit documents 
    1. Use the submittal portal that appears at the bottom of the page to submit plans. Use alternate link if the portal does not appear at the bottom of the page.
    2. Include a copy of the meeting confirmation email with the transmittal.
    3. Review PDF file standards in the Application Guide.
    4. Files should be labeled to distinguish the type of meeting requested, and include the meeting date, project address, and PID.
    5. File naming examples:
      Concept Meeting: Concept_6-2-20_555 Main St_144483_sketch.pdf
      Pre-submittal Meeting: Pre-sub_6-2-20_555 Main St_144483_sewermainmap.pdf
      Board of Adjustment Pre-submittal Meeting: BOA Pre-sub_6-2-20_555 Main St_144483_plans.pdf
      Street Closing Pre-submittal Meeting: Street Closing Pre-sub_6-2-20_555 Main St_144483_drawing.pdf