Purpose

The purpose of all construction meetings is to discuss project specifics and document discussion, agreement, and pending action.

Responsibility

The Project Manager (PM) is responsible for attending all construction meetings and ensuring that appropriate documentation is maintained.

Timeline

Meetings are held frequently throughout the duration of the project.See below for timelines specific to meeting types.

Process

Pre-Excavation Meetings

Pre-Excavation meetings are held prior to the start of any excavation or trenching work to ensure that damage to underground utilities is avoided and that a response plan is established in the event of utility damage.  Prior to this meeting, the contractor must coordinate utility locates.

Pre-Installation Meetings

Pre-Installation Meetings are held for all major components of work to ensure that all regulatory and manufacturer’s requirements are met prior to installation.  The pre-installation meeting occurs after all submittals related to the work have been approved.  Attendees should include parties affected by the work including, but not limited to the Contractor, Subcontractors, OSU Project Management Team, Facilities Services Shops, and any other affected OSU department personnel.  Mock-ups may be required for various scopes of work per the contract documents.  If mock-ups are part of the submittal package, they should be reviewed at the Pre-Installation meeting.

Progress Meetings

The frequency of Progress Meetings depends on the overall length and complexity of a project. Meeting frequency and schedule should be determined during the pre-construction meeting.  Often called OAC meetings, attendees should include the Owner (OSU’s Project Management Team), Architect/Engineer Team and Contractor.  Representatives of each major subcontractor may attend as appropriate to the progress of the project.

Progress Meetings are typically led by the Contractor, but an agenda should be prepared with the Project Manager’s input.  Progress meeting minutes should be completed and distributed in a timely manner and will identify any unresolved issue, what action was agreed to, and who is responsible for taking the action.

Recommended Topics include

  • Address any unresolved issues from previous meetings
  • Review three week look ahead schedule
  • RFI Review
  • Submittal Review
  • Change Order Log Review
  • Safety Issues
  • Additional New Business

While the Change Order Log is often reviewed at OAC meetings, usually a separate meeting is scheduled to review Change Orders in detail.