Meeting schedules & dates

Every submission is heading for a Board of Estimates meeting. Meetings are set up in advance with a cutoff date, and during Validation each submission is scheduled for one of them.

Meeting dates and cutoff dates#

• Meeting date: when the Board meets.
• Cutoff date: the deadline for items for that meeting. By default it is 7 days before the meeting at midnight (parameter MeetingScheduleCutoffOffset), and it can be changed per meeting.

The header shows a meeting cutoff with a countdown, for example 3/12/2025 12:00 AM - cutoff in: 2d 5h 14m. Inside a submission, the side panel shows the meeting that submission is scheduled for and its own cutoff countdown.

Wherever you pick a meeting, it is shown as "3/19/2025 with cutoff date 3/12/2025 12:00 AM". The list contains recent meetings and the next few upcoming ones (four by default, parameter AgendaPrintScheduleRange); only active meetings are offered.

Meeting Schedules (calendar)#

Submission Mng → Meeting Schedules shows the Board's meetings on a calendar, with Day, Work Week, Week and Month views (Month by default).

1. Add a meeting by double-clicking a day or time slot.
2. Enter the subject, start date and time. The cutoff date is filled in from the start date; adjust it if needed (times are in 15-minute steps).
3. Make it recurring with Repeat to create a whole series, for example every other Wednesday.

All day, Location and Description fields can be switched on with the parameters MeetingSchedulesShowAllDay, MeetingSchedulesShowLocation and MeetingSchedulesShowDescription.

Meeting Dates (list)#

Submission Mng → Meeting Dates lists the same meetings in a grid, newest first, with Meeting Date, Meeting Cutoff Date and Is Active. Use it to correct a cutoff date or to deactivate a meeting so that it is no longer offered. Only future meetings can be deleted.

Scheduling a submission#

The meeting date is chosen by the tier that is allowed to select it; in the standard setup that is Validation (BOE Operations).

1. Approve the Validation box. Setting the approval status to Approved opens Select a meeting date.
2. Pick the meeting. CLIF suggests the submission's current meeting or the next meeting whose cutoff has not passed.
3. Click Save. Closing the window without saving undoes the status change.

The Level 2 users of the submitting department are told by email that the submission has been scheduled. The meeting is then shown in the submission's side panel and in its Validation box.

Rescheduling#

To move a submission to another meeting, click the calendar button (Reschedule) next to the meeting in the Validation box and pick the new meeting. The submitting department is notified that the meeting date was modified.