Contract Meeting Minutes

CONTRACT MEETING MINUTES

CONTRACT NO: / give the Employer’s contract number / CONTRACT DESCRIPTION: / give the FULL contract description
MINUTES OF THEgive the meeting no in wordsCONTRACT MEETING HELD AT give the place name ON give the date in the format “date”, “month” in words, and “year” AT give the start time

CONTRACT DETAILS

Employer: / give the full name of the Employer / Client reference:
Consultant reference:
Contract amount:
Consultant: / give the full name of the Consultant / Commencement date:
Time for completion:
Completion date:
Contractor: / give the full name of the Contractor / Time extension granted:
Revised completion date:
Anticipated completion date:
1.1 / ATTENDANCE
1.1.1 / Present:
give this detail in the format TITLE, INITIALS, SURNAME, ORGANIZATION with the order being first the Employer’s staff, then the Contractor’s staff, then the Consultant’s staff and finally any other parties present
Title / Initials / Surname / Organization
1.1.2 / Apologies:
give this detail in the format TITLE, INITIALS, SURNAME, ORGANIZATION with the order being first the Employer’s staff, then the Contractor’s staff, then the Consultant’s staff and finally any other parties that are normally present
Title / Initials / Surname / Organization

NEXT MEETING

The next contract meeting will be held at give the place nameon give the date ("date" "month" in words, and "year"
at give the start timecommencing with a site inspection at give the time

Created by JPR ConsultingForm SAD-02 Contract Minutes (pro-forma).doc

1.2 /

INTRODUCTION

………………………….. acted as Chairman. All present were welcomed and introduced and responsibilities were explained as follows:
Minute who was chairman, that the attendance register was circulated and that all present were welcomed
1.2.1 /

Employer

Mr ………………….. shall represent ………………….. and shall be responsible for all contract liaison and administration.
SUBSEQUENT MEETINGS: Minute changes in contact persons etc.
1.2.2 /

Engineer

Mr ………………….. shall act as Engineer in terms of the contract on behalf of Consultant. The Engineer’s representative shall be Mr …………………(the Resident Engineer).
The meeting was advised that the following powers were deemed to be delegated to the Resident Engineer in terms of the General Conditions of Contract at this stage:

• The Resident Engineer is authorised to issue further drawings and site instructions. Such issues shall be regarded as having been confirmed by the Engineer, unless the issues have been amended or withdrawn on or before the next site meeting.

• The Resident Engineer may sign records for extra work or day works. In the case of uncertainty as to whether certain work would qualify for payment as extra work or day works, the signature shall be for record purposes only.

• The Resident Engineer is authorised to take steps which may involve an instruction to suspend activities which may, in his opinion, endanger the safety of the general public or workers. However, such actions shall in no way imply the acceptance of risk or exempt the Contractor from discharging his obligations with regard to safety.

FIRST MEETING: Introduce any other members of the site team
NOTE: It is imperative to give the powers and duties of the Resident Engineer by letter to the Contractor
SUBSEQUENT MEETINGS: Detail any changes to the above
1.2.3 /

Contractor

Mr ………………….. of …………………. shall act as Director for this contract, and shall be responsible for all liaison with the Engineer or Employer regarding contract matters.
The Contractor’s representative, acting as Site Agent in terms of the contract shall be Mr ……………………..
SUBSEQUENT MEETINGS: Minute changes in contact persons etc.
1.3 /

MINUTES

Regular site meetings shall be held approximately …………………… . Minutes of these meetings shall be signed by all parties to confirm approval of the minutes.
The level of representation at the meetings shall be of such a nature as to permit decisions to be taken, although certain decisions might still be referred to a higher level.
Anything decided and minuted at such meetings shall be taken as being agreed to, except in the case of an objection having been lodged before or at the next meeting. Where relevant, action by dates will be added to the Action By column.
Any notices required to be given under the contract shall continue to be given in writing, but important matters shall also be brought to the notice of the meeting.
Any claim or intention to claim owing to whatever circumstances, shall be raised during these meetings so that matters can be resolved at the earliest opportunity and consequential effects minimised. All claims or notices of intention to claim shall however continue to be submitted in accordance with the General Conditions of Contract.
New rates for extra work may be submitted or discussed at such meetings, but can be approved only after discussion with the Employer.
As far as possible, normal routine matters shall be settled between the Resident Engineer and the Site Agent and shall be raised at these meetings only if agreement cannot be reached.
Every item shall be given a number in the minutes, which number shall stay the same until the matter is resolved. Certain items shall stay on the minutes for the duration of the contract.
The minutes shall be distributed to all attending parties, and with the concurrence of the Employer, to other interested parties. An action column shall be added to the minutes for the specific attention of a party or person, where necessary.
For the FIRST MEETING, explain to the meeting that the level of representation at the contract meetings must be of such a level that binding decisions can be taken
1.3.1 /

Approval Of Previous Minutes

Minute that the previous minutes, always give the minute number, were accepted and signed by all parties with or without amendments. Omit for the first meeting
1.3.2 /

Correction’s To Previous Meeting’s Minutes

List all corrections in bullet format Omit for the first meeting
1.3.3 /

Agenda

The minutes shall serve as an agenda for the next meeting.
SUBSEQUENT MEETINGS: Arrange that all subsequent meetings follow this minute’s format
1.4 /

CONTRACT ADMINISTRATION

1.4.1 /

Contractual Dates

The following contractual dates, as given in Addendum 1, were confirmed:
Contract starting date:
Hand over of site:
Time for completion:
Completion date:
Surety:
Insurance:
Signing of the document:
1.4.2 /

Rainfall

It was agreed that all claims for extension of time owing to abnormal rain had to be recorded at these site meetings. The rainfall to date is as given in Addendum 2 to these minutes
1.4.3 /

Contract Documentation

1.4.3.1 /

Surety

The Engineer confirmed that the surety for the contract had been received and was acceptable .
OR
The Engineer requested that the Contractor supply his surety in accordance with the contract documents.
SUBSEQUENT MEETINGS: Minute changes
1.4.3.2 /

Insurance

The Engineer confirmed that the insurances for the contract had been arranged by the Employer.
OR
The Engineer requested that the Contractor supply his insurances in accordance with the contract documents.
SUBSEQUENT MEETINGS: Minute changes
1.4.3.3 /

Contract documents

FIRST MEETING: Minute whether the contract documents are signed or not, and whether a copy of the signed documentation is available on site. SUBSEQUENT MEETINGS: Minute any changes to the above
1.4.3.4 /

Contract drawings

Drawings or revisions of drawings supplied to the Contractor shall be minuted. The Resident Engineer shall keep an updated register of drawings issued, attached as Addendum 4 to these minutes.
The Contractor and Resident Engineer were requested to keep “as built” data up to date on a separate set of drawings.
1.4.3.5 /

Correspondence

All site correspondence shall be between the Resident Engineer and Site Agent and shall be signed by both parties to acknowledge receipt. The correspondence received from the Employer, Engineer, Contractor and any other party are listed in Addendum4.
1.5 /

PROGRAMME

The Engineer explained that the programme had to be presented timeously as provided for in the contract. The programme had to indicate the time and location where the Contractor intended to work and also the rate of progress (therefore not only a bar chart) and had to be related to a realistic cash flow projection.
The Engineer emphasised, that although the programme and order of work would be subject to amendment by him and his approval, such approval of the programme would in no way relieve the Contractor of any of his duties or responsibilities, neither would it be deemed to be a basis for future claims.
SUBSEQUENT MEETINGS: Minute when the first copy of the first submission of the programme was received, any discussions on the first submission of the programme, the date of first acceptance of the first programme, the date that any revised programmes were received and the date of their subsequent acceptance/rejection
1.6 /

PROGRESS STATUS REPORT

1.6.1 /

Contractor’s Progress Report

The Engineer explained that the Contractor had to submit a monthly report comparing his actual progress in relation to his planned activities given in his programme.
SUBSEQUENT MEETINGS: Make reference to the submitted Contractor’s progress report as Addendum 5 to this minute
When required, minute any detailed problems under a separate subsection to this subsection as, for example, 1.6.1.1
1.6.2 /

Resources On Site

The Engineer explained that a detailed report on the Contractor’s plant and personnel on site was required and would be appended to the minutes as Addendum 5.
Minute any decisions on this aspect
1.7 /

SUBCONTRACTORS

1.7.1 /

Requests For Approval Of Proposed Subcontractors, And Consent And Appointment Of Subcontractors

The Contractor was advised that approval had to be obtained for every subcontractor employed on the contract but not included in the tender, in accordance with the General Conditions of the Contract.
Minute each and every request for approval of proposed subcontractors made by the Contractor.
Minute each and every consent to appoint subcontractors.
Minute each and every subcontractor appointed by the Contractor using a tabulated format giving the subcontractors registered name and what the subcontractor has been appointed to do.
NOTE: Minute this information in tabular format.
1.7.2 /

Performance Of Subcontractors

Devote a separate subsection to each subcontractor detailing all problems encountered with each subcontractor (only when required)
1.8 /

EXECUTION OF WORK

1.8.1 /

Information Required By The Employer

Minute all requests made by the Employer at the meeting
1.8.2 /

Information Required By The Contractor

Minute all requests made by the Contractor at the meeting
1.8.3 /

Information Required By The Engineer

Minute all requests made by the Contractor at the meeting
1.8.4 /

Site Instructions Issued And Other Technical Instructions

This item shall stay on the minutes for the recording of any information, details or instructions required by any party, for clarifying any unresolved queries, and/or for recording day works, Variation Orders, etc.
A Site Information Request Book shall be provided by the Engineer and shall be kept in the Contractor's office.
An updated schedule of Site Instructions issued shall be appended to the minutes as Addendum 6.
Minute all other instructions of a technical nature to the Contractor
Note: All instructions to subcontractors can only be made to the main Contractor who must then pass these on to the relevant subcontractor
1.8.5 /

Survey, Setting Out, Beacons And Benchmarks

The Contractor was reminded to check and to agree to levels of benchmarks and to protect beacons and benchmarks. The establishment of a permanent master level reference was proposed.
Minute all decisions on survey setting out, beacons and benchmarks
1.8.6 /

New And Existing Services

Minute all decisions on new and existing services
It may be advisable to divide this subsection up into the individual services under discussion
1.8.7 /

Materials And Borrow Pits

1.8.7.1 /

Materials

The Engineer advised the Contractor that his proposals (substantiated by samples and any relevant technical data) for materials and mix designs to be used in the permanent works should be submitted well in advance for testing and approval
Minute all decisions on materials
It may be advisable to divide this subsection up into the individual materials under discussion
1.8.7.2 /

Borrow pits and commercial sources

Minute all decisions on borrow pits/commercial sources.
Advise the Contractor to limit wastage in borrow pits as natural resources are scarce
It may be advisable to divide this subsection up into the individual borrow pits/commercial sources under discussion
1.8.8 /

Certificate inspections

The Engineer requested that all certification inspections as required in terms of the General Conditions of Contract must be requested timeously by the Contractor in the site Inspection Request Book.
Minute all decisions on inspections relating to the various certificates that must be issued in terms of the relevant General Conditions of Contract, for example practical completion, completion, taking over certificate, etc.
1.9 /

ACCOMMODATION OF TRAFFIC

1.9.1 /

Deviations

The Contractor was requested to ensure that all deviations were maintained in good repair at all times.
Minute all decisions on deviations
1.9.2 /

Access And Haul Roads

The Contractor was requested to ensure that traffic disruption on public roads was kept to the essential minimum, that entrances to private properties were accessible at all times, and that all barriers, road signs, etc. were maintained on a continuous basis.
Minute all discussion on access and haul roads
1.10 /

QUALITY AND WORKMANSHIP

1.10.1 /

General

The Engineer requested that all inspection requests by the Contractor be entered in the site Inspection Request Book prior to the actual date required for the inspection.
The standard of work would be recorded at each site meeting.
Minute all general decisions on quality and workmanship
1.10.2 /

Testing Of Materials

The meeting was informed that the engineering materials laboratory of ………………… would be responsible for acceptance tests, the results of which would be submitted to the Resident Engineer for evaluation. The responsible materials technician would be …………………………………..
The Contractor informed the meeting that he would be using …………………… for his process control testing.
SUBSEQUENT MEETINGS: Minute any changes in laboratory as well as testing problems encountered
1.11 /

PAYMENT AND MEASUREMENT

1.11.1 /

Payment certificates

It was agreed that the master copy of the payment certificates would be drawn up and processed by ………… All costs to this effect, as well as reproduction costs shall be to the account of the Contractor.
The following number of certificate copies were required by the parties involved:

1. ………………….

1. ………………….
2. ………………….

The Contractor was reminded that acceptable written proof of ownership had to be provided, before any advance payment of materials on site would be included in the payment certificates. Alternatively, an additional guarantee in respect of the value of materials on site could be considered.
The Engineer and Contractor decided that the Contractor’s statement for payment would be submitted to the Resident Engineer by 10:00 on the …….day of each month.
Details as to payments made to date will be as given in Addendum 1 to the minutes
SUBSEQUENT MEETINGS: Minute all decisions on payment certificates and make reference to the addenda to this minute, Addendum 1
1.11.2 /

Variation Orders

Minute all decisions on variations to contract and make reference to the addenda to this minute, Addendum 1
1.11.3 /

Cash Flow And Budget Report

Minute all decisions on cash flow and budget report and make reference to the addenda to this minute, Addendum 1
1.11.4 /

Measurement Of Quantities

1.11.4.1 /

Measured quantities

It was agreed that all final quantities, including all relevant methods of measurement would be agreed on as soon as possible and signed by the Contractor and the Resident Engineer.
SUBSEQUENT MEETINGS: Minute the current status of measured quantities and whether any problems have been encountered
1.11.4.2 /

Agreed quantities

The Contractor was reminded that all quantities submitted for payment for each month had to be signed off by the Contractor and the Resident Engineer.
SUBSEQUENT MEETINGS: Minute the current status of agreed quantities and whether any problems have been encountered
1.12 /

SITE ADMINISTRATIVE MATTERS

1.12.1 /

Camp Establishment And Services

The Contractor was reminded that all camp establishment and services had to be done in accordance with the contract documentation.
SUBSEQUENT MEETINGS: Minute all unresolved problems with camp establishment and services
1.12.2 /

Working Hours

The Contractor was reminded that no work would be allowed on Sundays or compulsory holidays as stated in the Contract, or outside normal working hours, except with advanced written consent.
The Contractor was requested to confirm working day and holiday arrangements in advance with the Resident Engineer.
SUBSEQUENT MEETINGS: Minute problems encountered with working hours and any agreed deviations to those agreed working hours
1.12.3 /

Site Security

Minute all problems encountered with site security and any decisions taken
1.12.4 /

Site Safety

The Contractor was requested to submit in writing, the names of his safety appointments in terms of the Occupational Health and Safety Act (OHS Act), 1993, as well as a letter from the Compensation Commissioner stating that he, the Contractor, was in good standing with the Commissioner.
The Contractor was reminded that safety of staff and the public took precedence over production. The Contractor was advised that all his actions were to be effected in accordance with the provisions of the OHS Act at all times.
The Contractor was also reminded to submit a copy of his safety schedule giving all relevant telephone numbers to the Resident Engineer as soon as possible.
SUBSEQUENT MEETINGS: Minute when the requested information is received and list all outstanding information
1.12.5 /

Accidents And Incidents

The Contractor was advised to report, in writing to the Resident Engineer, all incidents or accidents of a traffic or OHS Act nature in order to facilitate the timeous recording of information. The Resident Engineer would keep an updated accident file to include all accidents records (traffic and safety related) and photographs where possible.
Minute all safety problems encountered as well as any safety incidents or accidents recorded since the previous minute
NOTE: If no safety problems, incidents or accidents have been encountered, record this fact
1.13 /

LANDOWNERS, GENERAL PUBLIC AND LOCAL AUTHORITIES