Site Meeting Minutes are essential project management documents used to maintain accurate records of construction project meetings in New Zealand. These minutes must comply with local regulations, including the Construction Contracts Act 2002 and Health and Safety at Work Act 2015. They serve multiple purposes: documenting project progress, recording decisions and commitments, tracking action items, and maintaining a clear communication trail between all project stakeholders. Site Meeting Minutes are typically created weekly or bi-weekly throughout the project lifecycle and form part of the project's official documentation. They are particularly important for risk management, dispute resolution, and maintaining clear accountability for project decisions and actions.
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1. Meeting Information: Basic details including project name, meeting date, time, location, and meeting number
2. Attendance: List of all attendees, their roles, companies, and any apologies for absence
3. Previous Minutes: Review and approval of previous meeting minutes, including any corrections
4. Progress Update: Current status of works, percentage complete, and comparison against project schedule
5. Health and Safety Matters: Discussion of safety issues, incidents, near-misses, and preventive measures
6. Quality Assurance: Quality control issues, inspections completed, and any defects identified
7. Programme and Planning: Schedule updates, upcoming milestones, and any delays or acceleration measures
8. Resource Management: Labor, materials, and equipment status and requirements
9. Action Items: List of tasks assigned, responsible parties, and due dates
10. Next Meeting: Date, time, and location of the next scheduled meeting
1. Weather Conditions: Include when weather affects site operations or causes delays
2. Variations and Claims: Include when contract variations or claims are discussed
3. Design Issues: Include when design changes or clarifications are discussed
4. Stakeholder Communications: Include when there are significant communications with external stakeholders
5. Environmental Matters: Include when environmental issues or compliance are discussed
6. Risk Register Review: Include when specific project risks are reviewed or updated
1. Attendance Register: Signed attendance sheet for the meeting
2. Progress Photos: Photographs documenting current site conditions and progress
3. Updated Programme: Current project schedule showing progress and planned activities
4. Issues Log: Detailed log of ongoing issues and their status
5. Drawing Register: List of current drawings and recent revisions discussed
6. RFI Log: Register of recent Requests for Information and their status
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