Site Meeting Minutes are essential project management documents used in Qatar construction projects to record and track project progress, decisions, and commitments. These minutes must comply with Qatar Construction Specifications (QCS) and local regulatory requirements, serving as official records of project meetings. They document attendance, progress updates, safety discussions, quality control matters, and action items, providing crucial evidence for contract administration and dispute resolution. The minutes play a vital role in project governance, ensuring transparency and accountability while maintaining a clear record of all stakeholder communications and decisions.
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1. Meeting Details: Date, time, location, project name, reference number
2. Attendees: List of all present participants with their roles, companies, and contact information
3. Previous Minutes: Review and approval status of previous meeting minutes
4. Progress Update: Current status of works, percentage completion, and timeline adherence
5. Health and Safety Matters: Safety incidents, concerns, and preventive measures discussed
6. Quality Control: Quality issues, inspections, and testing results
7. Resource Management: Manpower, equipment, and material status and requirements
8. Technical Queries: Discussion of technical issues and resolutions
9. Action Items: List of tasks assigned, responsible parties, and deadlines
10. Next Meeting: Date, time, and location of the next scheduled meeting
1. Weather Conditions: Include when weather impacts work progress or when maintaining weather records is contractually required
2. Variations and Claims: Include when there are discussions about contract variations or potential claims
3. Environmental Matters: Include when environmental issues or compliance matters are discussed
4. Coordination with Other Contractors: Include when multiple contractors are involved and interface management is discussed
5. Design Issues: Include when design-related discussions or approvals take place
6. Community Impact: Include when works affect neighboring properties or community relations
1. Attendance Sheet: Signed record of all attendees with their contact information
2. Progress Photos: Visual documentation of work progress discussed in the meeting
3. Updated Project Schedule: Current program showing progress and planned activities
4. Action Items Register: Detailed list of actions with tracking status
5. Technical Submittal Log: Status of technical submissions discussed in the meeting
6. Safety Statistics: Current safety performance metrics and incidents log
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