Construction projects should have regular meetings between the client and the contractor. A written record, or minutes, should be kept of these meetings.
Project meetings are usually an opportunity for project progress to be discussed and various issues to be raised, discussed and hopefully resolved.
The agenda on these meetings could include:
- Safety including recording incidents, concerns and possible risks.
- Project progress measured against the approved project construction schedule.
- Outstanding information including construction drawings, design information and drawing approvals.
- Project delays including the reasons for the delays and the action being taken to catch up the lost time.
- The status of outstanding Request for Information (RFI’s or Engineering Queries).
- Quality concerns and outstanding inspection or test results.
- Progress valuation submissions and their payment.
- The status of variation claims. What claims have been submitted, their value or impact, and whether they have been approved.
- Potential claims that either the contractor or the client may have.
- General information and concerns.
The contractor’s Project Manager should:
- Go to these meetings well prepared with the information requested from the previous meeting, if not already provided.
- Ensure that the minutes of the previous meeting is a fair reflection of what was discussed and if necessary raise corrections.
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