The Community Development Department shall notify the declarant in writing, of the actions taken by the Planning Commission. One copy of the plat and accompanying conditions, if applicable, and the minutes of the Planning Commission meeting shall be retained in the permanent file of the Planning Commission. Notification of affirmative action by the Planning Commission shall be authorization for the declarant to proceed with the preparation of specifications for the improvements required by City ordinances and by the Planning Commission, and with the preparation of final plans.