Project Meeting Minutes are essential project management documents in the United Arab Emirates, used to maintain accurate records of project-related meetings and ensure compliance with UAE Federal Laws, including UAE Federal Law No. 5 of 1985 (Civil Code) and relevant emirate-specific regulations. These minutes serve multiple purposes: they document attendance, record key decisions and discussions, assign responsibilities, and track action items. The document is particularly crucial in the UAE business environment where formal documentation is highly valued and can be essential for dispute resolution. Project Meeting Minutes should be prepared promptly after each meeting, distributed to all relevant stakeholders, and maintained as part of the project's official records, with proper authentication and approval signatures as required under UAE law.
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1. Meeting Information: Project name, meeting date, time, location, meeting number/reference
2. Attendance: List of attendees, their roles, companies, and attendance status (present/apologies)
3. Previous Minutes: Review and approval status of previous meeting minutes
4. Agenda Items: Numbered list of topics discussed, with details of discussions and decisions
5. Action Items: List of tasks assigned, responsible parties, and deadlines
6. Next Meeting: Date, time, and location of the next scheduled meeting
7. Approval: Space for minute taker and chairperson signatures and approval date
1. Health and Safety Matters: For construction or site-based projects, recording safety incidents, concerns, or updates
2. Quality Control Review: For projects with specific quality requirements, documenting quality-related discussions
3. Risk Review: When new risks are identified or existing risks are discussed
4. Financial Update: When budget or cost matters are discussed
5. Design Review Comments: For meetings involving design review
6. Contractor Performance: When discussing contractor/subcontractor performance issues
7. Stakeholder Comments: When external stakeholders participate or their feedback is discussed
1. Attendance Register: Signed attendance sheet with contact details
2. Updated Action Tracker: Detailed log of all active and completed actions
3. Meeting Presentation Slides: Copies of any presentations shown during the meeting
4. Progress Photographs: Site or work progress photos discussed during the meeting
5. Referenced Documents: Copies of specific documents discussed during the meeting
6. Updated Project Schedule: If schedule changes were discussed and agreed
7. Distribution List: List of all parties to receive the minutes
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