Construction Meeting Minutes are essential project management documents used to record and track discussions, decisions, and actions during construction progress meetings in Hong Kong. These minutes serve multiple purposes: they document project progress, capture crucial decisions, assign responsibilities, and provide an audit trail for future reference or dispute resolution. Under Hong Kong's construction law framework, these minutes form part of the official project documentation and may be referenced in contractual or legal proceedings. The document typically includes attendance records, progress updates, safety and quality matters, technical discussions, and action items, ensuring all stakeholders are aligned with project developments and their responsibilities. Regular meeting minutes are crucial for maintaining transparent communication and project governance in accordance with Hong Kong's building regulations and construction industry standards.
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1. Meeting Information: Date, time, location, project name, contract reference number, and meeting number
2. Attendees and Apologies: List of all present participants with their roles, companies, and contact details, plus those who sent apologies
3. Previous Minutes: Confirmation of previous minutes' accuracy and any corrections needed
4. Actions from Previous Meeting: Status update on all action items from the previous meeting
5. Progress Update: Current project progress, including percentage complete, key milestones achieved, and any delays
6. Health and Safety Matters: Discussion of safety issues, incidents, and preventive measures
7. Quality Matters: Quality control issues, inspections, and any non-conformance reports
8. Programme and Planning: Schedule updates, upcoming activities, and potential delays or acceleration measures
9. Technical Matters: Discussion of technical issues, design changes, and construction methodology
10. Commercial Matters: Cost issues, variations, claims, and payment status
11. New Action Items: New tasks assigned, responsible parties, and completion deadlines
12. Next Meeting: Date, time, and location of the next scheduled meeting
1. Contractual Issues: Include when there are specific contract-related discussions or disputes to be recorded
2. Subcontractor Matters: Include when there are specific subcontractor performance issues or coordination matters to discuss
3. Weather Conditions: Include when weather has affected or may affect construction progress
4. Site Constraints: Include when there are specific site access, logistics, or restriction issues to be discussed
5. Stakeholder Communications: Include when there are important communications with external stakeholders like authorities or nearby residents
6. Materials and Equipment: Include when there are specific discussions about material delivery, storage, or equipment mobilization
7. Design Coordination: Include when there are ongoing design development or coordination issues to be discussed
1. Attendance Sheet: Signed attendance record with contact details of all participants
2. Progress Photographs: Key photographs documenting current site progress and any issues discussed
3. Updated Programme: Current project schedule showing progress and planned activities
4. Action Items Register: Detailed list of all open actions with status updates
5. RFI Log: Current status of all Requests for Information discussed in the meeting
6. Site Safety Statistics: Current safety performance metrics and incident reports if any
7. Drawing Register: List of current drawings and recent revisions discussed
Authors
Relevant legal definitions
Clauses
Relevant Industries
Construction
Real Estate Development
Infrastructure
Commercial Building
Residential Development
Industrial Construction
Civil Engineering
Building Services
Public Works
Urban Development
Transportation Infrastructure
Healthcare Facilities
Educational Facilities
Retail Development
Relevant Teams
Project Management
Construction
Commercial
Contract Administration
Quality Assurance
Health and Safety
Site Operations
Planning and Programming
Technical Services
Document Control
Design Management
Procurement
Risk Management
Compliance
Relevant Roles
Project Manager
Site Manager
Construction Manager
Contract Administrator
Project Director
Site Engineer
Quality Control Manager
Safety Manager
Project Architect
Construction Director
Technical Director
Commercial Manager
Planning Engineer
Document Controller
Project Coordinator
Construction Supervisor
Client Representative
Quantity Surveyor
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