Site Meeting Minutes

Site Meeting No.:

For details and instructions on how to complete this document, click [ ¶ ] icon under Home tab to display Hidden Text.

Date of Meeting: Time of Meeting:

Minutes Issued:
Meeting Location:

Project Name: Project ID#:

Contractor:
Name: Contractor Ref No:
Contact:
Bid Opportunity No:

Chairperson/Contract Administrator (CA)

Name: CA Reference No.:
Title:
Organization:
Recorder:

Attendees
Name Initials Title Organization Contact # Email

Regrets

Name Initials Title Organization Contact # Email

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Agenda
Items listed are suggestions to consider for discussion as Projects/Contracts may differ. This
Template is designed to be content-customized, however, the first four items of the Agenda are
standard mandatory topics.

1.0 Review of Last Meeting Minutes and Action Items

2.0 Schedule
3.0 Progress Status
4.0 Construction Issues
5.0 Utilities
6.0 Project Risks
7.0 Environment
8.0 Safety
9.0 Submittals
10.0 Work by Others
11.0 Change Control
12.0 Request for Information (RFI) Log
13.0 Traffic Management
14.0 Site Security
15.0 Resident Business Concerns
16.0 Quality Control (QC) and Quality Assurance (QA)
17.0 Stakeholders
18.0 Other Business
20.0 Date of Next Meeting

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Minutes
Each Minute Item contains Hidden Text of suggested topics for discussion; some topics may not be
applicable to the Project but are included as template guidelines and may be deleted accordingly.

Item
Action Items Action By
No.

#.1 Review of Last Meeting Minutes and Action Items

#.1.1 City of Winnipeg Treaty Acknowledgement:

I would like to begin by acknowledging that we are in Treaty One territory and the
traditional homeland of the Metis Nation.

#.1.2 Errors and/or omissions reported in the Minutes of the previous meeting.

#.1.3 Status of outstanding activities/issues from the previous Minutes.

#.1.4 Approve the Minutes of the previous meeting.

#.2 Schedule Action By

#.2.1 Report on Contract Schedule to-date.

Start of Construction: Click here to select the start date.
Report as at end of yesterday: Click here to select yesterday’s date.

Days from Start of Construction # of Days

Working Days available:
Working Days used:
Weather Days:
Working Days remaining:

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#.2 Schedule Action By

#.2.2 Report on Working Days since previous meeting.

Date of previous meeting:

Days since Previous Meeting # of Days

Working Days available:
Working Days used:
Non-Working Days used:

Reasons for non-Working Days:

#.2.3 Report on Interim or Stage Completion.

#.2.4 Revisions to the Schedule, if required.

#.2.5 Construction and material delivery activities schedule.

#.3 Progress Status Action By

#.3.1 Progress to-date (as at end of yesterday’s date):

Click here to select a date.

#.3.2 Progress to-date against the Contract Schedule.

Refer to the Progress Status Table below.

#.3.3 Expected Progress to next regularly scheduled Site Meeting on

Click here to select a date.

Progress Status Table

% Progress
Location Activity
To Date Expected

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Progress Status Table

% Progress
Location Activity
To Date Expected

#.4 Construction Issues Action By

#.4.1 Defects and remedial measures.

#.5 Utilities Action By

#.5.1 Utility requirements/issues.

#.5.2 Work required by others.

#.6 Project Risks Action By

#.6.1 Risks, if any.

#.7 Environment Action By

#.7.1 Regulatory Status.

#.7.2 Environmental Incidents.

#.8 Safety Action By

#.8.1 Incidents/near-misses:

#.8.2 Site and Plant Orientation requirements review (by the Contractor).

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#.9 Submittals Action By

#.9.1 Report on submittals.

#.10 Work by Others Action By

#.10.1 Report on work by others.

#.10.1 Extra Work Orders issued since the last meeting, discuss method payment, record
keeping requirements etc. for the extra work.

#.10.2 Requests for extra work from the Contractor. Determine the impact of extra work on
the Contract Schedule.

#.11 Change Control Action By

#.11.1 Status of any Contract changes and the impact on the Contract Schedule and Contract
Price since previous meeting.

#.12 Request for Information (RFI) Log Action By

#.12.1 Status of RFI Log to-date and the impact on the Contract Schedule and Contract Price.

#.13 Traffic Management Action By

#.13.1 Site access constraints and special requirements.

#.13.2 Adequacy of traffic and pedestrian accommodation and controls.

#.13.3 Building access.

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#.14 Site Security Action By

#.14.1 Protection requirements for the public.

#.14.2 Security requirements for site storage of materials.

#.15 Resident Business Concerns Action By

#.15.1 Resident/business concerns and actions required.

#.15.2 Complaints, inquiries, claims, etc. received since the last meeting and required actions.

#.16 Quality Control (QC) and Quality Assurance (QA) Action By

#.16.1 Report on Quality Control and Quality Assurance.

#.16.2 Tests performed and results, if applicable or notable.

#.17 Stakeholders Action By

#.17.1

#.18 Other Business Action By

#.18.1

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#.19 Date of Next Meeting Action By

Date of the next Site Meeting: Click here to select a date.

Meeting type:
☐ Regular Meeting
☐ Special Meeting

Coordinate and schedule inspections/final inspection by the City, as appropriate.

Meeting adjourned at: Enter time (hh:mm) the meeting ended.

Report any errors or omissions in these Site Meeting Minutes within three (3) business days to the Contract
Administrator, Click here to enter name at Click here to enter phone number or by e-mail at Click here to enter
e-mail, otherwise these Minutes are considered accurate and accepted.

Attachment(s): __________

Distribution (to be completed by Contract Administrator)

 Attendees
 Regrets
 Other:
_______

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