PURPOSE
Meeting minutes are prepared to provide a record of items discussed and decisions made and can be utilized to track and follow-up on the tasks and responsibilities assigned at the meetings. Every effort should be made to report the facts of the meeting without bias. The purpose of this procedure is to provide guidelines for preparing and processing meeting minutes.
REFERENCES
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RESPONSIBILITIES
Construction Manager (CM): The CM, or designee, is responsible for taking notes at the meeting and for preparing, distributing, and filing meeting minutes.
Contractor: The Contractor is responsible for attending all required meetings and submitting any comments and/or corrections to meeting minutes within the timeframe specified.
PROCEDURE
Meeting minutes are prepared and processed as follows:
Meeting minutes are prepared from notes taken at the meeting by the designated Construction Management staff and distributed to all attendees and other persons, as required. The meeting minutes should include a statement that any required corrections, additions, clarifications, etc., to the minutes shall be submitted within 5 calendar days of receipt of minutes.
Comments and corrections to the meeting minutes should be forwarded in writing to the author prior to the next meeting or brought up for discussion at the next meeting. The minutes of the previous meeting may be amended, as required, and approved at the following meeting. The Weekly Construction Progress Meeting minutes should reflect what was actually said at the meeting. A copy of the Contractor’s three-week progress schedule; Inspector’s Job Memorandums and/or Notices of Non-Compliance; as well as updated Submittal, Request for Information (RFI), and Change Order (CO) logs and all other handouts, should be attached to the meeting minutes of the current meeting (Attachment 16.7-2).
The author reviews the comments and corrections as submitted and makes any necessary changes to the meeting minutes.
The meeting minutes are revised and redistributed to all attendees.
A copy of the meeting minutes is uploaded to the appropriate Meetings folder in e2020 (see Procedure 16.5) and a copy is maintained in the appropriate Project Master File.
Comments