Site Meeting Minutes are essential project management documents used in construction projects throughout England and Wales. They provide a structured record of regular site meetings, capturing crucial information about project progress, safety matters, and decisions made. These minutes serve multiple purposes: they track project advancement, document compliance with regulatory requirements, record agreed actions and responsibilities, and provide an audit trail for future reference. Site Meeting Minutes are particularly important for maintaining clear communication between all project stakeholders and can be vital evidence in contractual disputes or safety investigations.
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1. Meeting Details: Date, time, location, project reference and document control information
2. Attendees: List of present attendees and apologies, including their roles and companies
3. Previous Minutes Review: Confirmation of accuracy and review of previous meeting minutes
4. Health & Safety Matters: Current health and safety issues, incidents, updates and compliance matters
5. Progress Update: Current status against programme, work completed and planned works
6. Key Decisions: Record of important decisions made during the meeting
7. Actions: List of agreed actions, responsible parties and completion deadlines
8. Next Meeting: Confirmation of date, time, and location of next meeting
1. Design Issues: Discussion of design-related matters, changes and approvals required during design development phases
2. Cost Matters: Financial updates, variations and cost implications requiring discussion
3. Procurement Status: Updates on procurement activities and supply chain matters
4. Quality Control: Quality assurance matters, inspections and testing results
5. Environmental Matters: Environmental considerations, waste management and sustainability issues
1. Progress Photos: Visual documentation of site progress and key activities
2. Updated Programme: Current project programme showing progress and any revisions
3. Action Tracker: Comprehensive list of ongoing actions and their current status
4. Risk Register Updates: Current status of project risks and mitigation measures
5. Attendance Sheet: Signed record of meeting attendance with contact details
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