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Site Meeting Minutes

Site Meeting Minutes Template for Philippines

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Key Requirements PROMPT example:

Site Meeting Minutes

"I need Site Meeting Minutes for a major bridge construction project in Manila, focusing on safety protocols and coordination between multiple subcontractors, with the next meeting scheduled for March 15, 2025."

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Document background
Site Meeting Minutes are essential project documentation tools used in Philippine construction projects to record and track project progress, decisions, and commitments made during regular site meetings. These documents play a crucial role in project governance and dispute resolution, serving as contemporaneous records of project events and decisions. Under Philippine construction law and practice, properly maintained Site Meeting Minutes can be used as evidence in contractual disputes and help demonstrate compliance with building codes and regulations. The minutes typically document attendance, progress updates, safety matters, quality control issues, technical discussions, and assigned actions, providing a comprehensive record of project execution and team coordination. They are particularly important for maintaining clear communication channels between multiple stakeholders and ensuring accountability in project delivery.
Suggested Sections

1. Meeting Information Header: Project name, date, time, location, meeting number/reference

2. Attendance: List of all attendees, their roles, companies, and contact details. Also note apologies for absence

3. Previous Minutes: Review and approval status of previous meeting minutes, including any corrections

4. Progress Update: Current status of works, percentage completion, and comparison against program

5. Health and Safety Matters: All safety incidents, concerns, and updates on safety measures

6. Quality Control: Quality issues, inspections conducted, and quality control measures

7. Program and Planning: Schedule updates, delays, mitigation measures, and upcoming milestones

8. Resources and Materials: Status of labor, equipment, and materials on site, including delivery schedules

9. Technical Issues: Discussion of technical challenges, solutions, and decisions made

10. Action Items: List of tasks assigned, responsible parties, and deadlines

11. Next Meeting: Date, time, and location of the next scheduled meeting

Optional Sections

1. Weather Conditions: Include when weather affects work progress or when required by contract

2. Subcontractor Updates: Include when multiple subcontractors are involved in the project

3. Design Queries: Include when there are ongoing design issues or modifications

4. Cost and Commercial Matters: Include when there are variations, claims, or payment discussions

5. Environmental Compliance: Include when project has significant environmental requirements

6. Community Relations: Include when project impacts local community or has stakeholder concerns

7. Permits and Approvals: Include when there are pending or recent regulatory approvals

8. Risk Register Review: Include when significant project risks need regular monitoring

Suggested Schedules

1. Attendance Sheet: Signed attendance record with contact details

2. Progress Photos: Visual documentation of work progress discussed in meeting

3. Updated Program: Current project schedule showing progress and planned activities

4. Action Items Log: Detailed tracking sheet of all open and closed actions

5. Safety Statistics: Summary of safety performance and incidents

6. Drawing Register: List of current drawings and recent revisions discussed

7. RFI Log: Status of Requests for Information discussed in meeting

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Project
Site
Contract
Main Contractor
Client
Project Manager
Engineer
Architect
Works
Programme
Completion Date
Critical Path
Variation
RFI
Hold Point
Action Item
Defect
Non-Conformance
As-Built Drawings
Shop Drawings
Method Statement
Quality Control Plan
Safety Officer
DOLE Requirements
Environmental Compliance Certificate
Building Permit
Substantial Completion
Punch List
Site Instruction
Technical Query
Progress Update
Milestone
Delay Event
Force Majeure
Approved Drawings
Construction Schedule
Working Days
Relevant Industries

Construction

Real Estate Development

Infrastructure

Industrial Construction

Commercial Development

Residential Development

Public Works

Mining

Energy Infrastructure

Healthcare Facilities

Educational Facilities

Hospitality

Retail Development

Transportation Infrastructure

Relevant Teams

Project Management

Construction Operations

Quality Assurance

Health and Safety

Contract Administration

Document Control

Engineering

Planning and Scheduling

Site Operations

Technical Services

Environmental Compliance

Project Controls

Relevant Roles

Project Manager

Site Engineer

Construction Manager

Project Director

Quality Control Manager

Safety Manager

Contract Administrator

Document Controller

Construction Supervisor

Project Coordinator

Site Architect

MEP Engineer

Quantity Surveyor

Planning Engineer

Environmental Officer

Technical Director

Construction Superintendent

Project Control Manager

Industries
Civil Code of the Philippines (Republic Act No. 386): Provides the fundamental legal framework for contracts and obligations in the Philippines, including requirements for valid documentation and agreements
National Building Code of the Philippines (PD 1096): Sets standards for construction and building practices that are often discussed and documented in site meetings
Construction Safety and Health Standards (DO 13): Department Order from DOLE establishing safety standards and protocols that must be documented in construction site meetings
Republic Act No. 9514 (Fire Code of the Philippines): Relevant for site meetings discussing fire safety measures and compliance requirements in construction
Republic Act No. 8293 (Intellectual Property Code): Relevant for protecting proprietary information that might be discussed and recorded in meeting minutes
Philippine Contractors Accreditation Board (PCAB) Guidelines: Establishes requirements for contractor documentation and professional standards that may need to be referenced in meeting minutes
Environmental Compliance Certificate Requirements (PD 1586): Relevant when site meetings discuss environmental impact and compliance matters
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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