Site Meeting Minutes are essential project management documents used to record and track the progress, decisions, and actions in construction projects. In Hong Kong, these minutes serve as official records under various ordinances including the Buildings Ordinance (Cap. 123) and Construction Sites (Safety) Regulations. The document is typically prepared following each site meeting and includes detailed information about project progress, safety matters, quality issues, technical queries, and action items. Site Meeting Minutes are crucial for maintaining clear communication between all project stakeholders, tracking project progress, and providing a legal record of decisions made during the construction process. They are particularly important in Hong Kong's fast-paced construction environment, where multiple stakeholders often need to coordinate complex works while ensuring compliance with strict regulatory requirements.
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1. Meeting Information: Basic details including project name, meeting number, date, time, location, and next meeting schedule
2. Attendance: List of all attendees, their roles, companies, and noting any apologies for absence
3. Previous Minutes: Confirmation of previous minutes' accuracy and any amendments required
4. Actions from Previous Meeting: Status update on action items from the previous meeting
5. Progress Update: Current status of works, percentage completion, and any schedule variations
6. Health and Safety Matters: Discussion of safety issues, incidents, and preventive measures
7. Quality Matters: Quality control issues, inspections, and non-conformance reports
8. Technical Queries: Discussion of technical issues, RFIs, and design clarifications
9. Programme and Planning: Schedule updates, delays, and mitigation measures
10. New Action Items: New tasks assigned, responsible parties, and deadlines
11. Next Meeting: Confirmation of next meeting date, time, and location
1. Weather Conditions: Include when weather affects site progress or when required by contract
2. Contractor's Resource Level: Include when there are significant resource changes or issues
3. Variations and Claims: Include when there are discussions about contract variations or claims
4. Stakeholder Communications: Include when there are important communications with external stakeholders
5. Environmental Matters: Include when there are environmental concerns or compliance issues
6. Risk Register Review: Include when project risks are specifically reviewed
1. Attendance Sheet: Signed attendance record with contact details
2. Progress Photographs: Key photographs documenting site progress or issues discussed
3. Updated Programme: Current project schedule showing progress and changes
4. Action Items Register: Detailed list of all open and closed actions
5. RFI Log: Log of technical queries raised and responses
6. Site Safety Statistics: Current safety performance metrics and incidents log
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