Site Minutes - Example

ABCDEFG SECONDARY COLLEGE

(Dxyzabc Campus)
Minutes of Site Meeting No. 13
held
1.00 pm - Thursday 18 July, 1996

Present: Bob Williams Abcdefg Secondary College (ABC)

George Thomson George Builders (GB)
John Smith George Builders (GB)
Robert Jones Jones Architects (JA)
Tim Small DSE
Tom Hathway DSE
Rod Hendy Hendy Engineers (HE)
Keith Sutherland Hendy Engineers (HE)

Apologies: Simon Bonn George Builders (GB)

Dale Tunyin Abcdefg Secondary College (ABC)

No. Item Action

Contractual Items

1.1 Commencement/Completion Dates: Note

P.O.S. - 30 January 1996
Completion Date - 27 November 1996

1.5 List of majority of sub contractors has been provided. To be GB

finalised as trades required.

Painter - TH Bodgy ph: (052) 12 3456

Belmont fax: (052) 34 5678

Joiner - FG Dino ph: (052) 98 7654

Grovedale fax: (052) 76 5432

Plasterer -GN Fiddo ph: (052) 12 2222

Newtown fax: (052) 23 3333

5.1 Progress Status

Overall project is approximately 55% complete. Note
Excavation 99% complete.
Drainage/Sewer 99% complete.
Structural Concretor 99% complete.
Bricklaying 65% complete.
Landscaping 55% complete.
Site Improvements 50% complete.
Structural Steel 90% complete including fabrication.
Carpentry - Structural 95% complete.
Pre Plaster 50% complete.
 Electrical Rough In 70% complete.
Roofing 75% complete.
Plumbing 45% complete.
Windows installation 70% complete.
Fire Services 99% complete.
Gas Services 99% complete.
Mechanical 50% complete.
Plasterer 35% complete.
Carpenter fixing 25% complete.
Production on site over past two weeks has only been 50%
due to inclement weather. Note

5.2 Extension of Time

Inclement Weather
Total claims for loss of 13 days has been received and GB/JA
approved to date. Only leaves 7 days in delay clause.

Another 5.5 days lost during July.

Other
Claim (13 days) received for time lost due to preparing steel JA
shop drawings. Following original rejection GB has submitted
additional information to substitute claim. Main reason for
claim is lack of detail on Architectural drawings and some
changes to steel structure as a result. This is being
considered.

Business Arising

SITE SERVICES
Electrical
1.10 Power Supply - If later than this could cause delay.
The cost associated with providing revised electrical site HE
reticulation works is $7,073. Reason being to cater for URGENT
Stages 2 and 3. Approved at site meeting to proceed
subject to HE confirming price is reasonable. Funds to be
allocated against Stage 2.

10.1 Electrical
Car Park Lights - GB to provide price on providing car GB
lighting plus a sensor light to Administration relocatable.
Price provided $10,524. College to advise.

Sewer
Nil

Water Mains
Nil

Communications
Nil

BUILDING SERVICES
Technical data and samples as specified in tender GB/HE
documents are being provided to HE for approval.

Electrical
6.2 Number of power Bollards required being investigated. Will HE/JA
be resolved during construction (cost savings). Need to be
resolved over next two weeks.
11.3
Sweep Fans HE
Mechanical is responsible for wiring sweep fans back to
 controls. This may incur additional costs as it is not
included in documents. Site instruction issued.
4.7 HE
Switchboard URGENT
Final Electrical Drawing - HE have provided comments
on revised shop drawings. Revised shop drawings provided
to HE. Awaiting approval.

9.2 Module Wall Ducts, GPO’s, etc.

1. Light fitting samples supplied. Approved by HE. HE to HE
confirm in writing.
2. Location of power droppers to be determined by JA as JA
construction proceeds.

Security Light JA
10.2 Security light above new external door in GPC. Price
provided $169 approved. Also require exit emergency light
- $249.

9.2 Mechanical
Mechanical Shop drawings being prepared by contractor. GB/HE
Access panels to Science not required. Shop drawings to
include Saw Dust Extractor and exhaust fans.

Hydraulics
Nil

Communications
Nil

General

9.4 Relocatable Admin.

5 mod. relocatable Admin. and two 1 mod. shower rooms DSE/JA/ GB
will be relocated to site in late October, 1996. Also may
relocate a 3 mod from Zyxcba campus. Siting of
relocatables to be confirmed by the end of August 1996.

11.6 Strip Drain JA/GB

GB has installed additional strip drain to hard court URGENT
retaining wall. Additional cost. May also require similar
solution to south wall of VCE courtyard. GB to provide
cost.

11.8 Landscaping Works

External landscaping works deleted form tender to be GB/JA
reassessed. GB to provide detailed breakdown and priority
of implementation.

11.10 Rubbish Bins

ABC have requested alternative price for additional rubbish JA/GB
bins and different style. Note: 120 litre mobile bins in lieu
of 80 litre nominated.

12.4 Oval
Warranty period for oval expires 26 July 1996. Final LA
inspection to be carried out. Landscape Architect to
inspect.

12.6 Security
GB to provide name of security subcontractor who has to GB
be an approved DSE subcontractor.
New Business

13.1 Site Services

Council meeting held last week with Service suppliers.
Additional information requested and is to be provided by 6
August, 1996.

13.2 Telephones
GB to formally apply to Telstra for connection. GB

ABC is to contact Telstra to obtain phone number(s). ABC ABC

require at least main line(s), fax line and dedicated line to
Principal’s office.

13.3 Power Poles

Power poles to technology require approval. Technical JA/GB
brochure provided by GB.

13.4 Light Switches to Science

Light switches to prep store and staff to be on opposite Note
side of door opening to where shown on drawing.

13.5 GPO’s to Science

GPO’s require to be 300mm above bench. However,
windows impede this from occurring. Inspection after site
meeting agreed for GPO’s to be mounted on columns with
one additional GPO being provided (cost addition).

13.6 Health Room

Only one set of TV outlets required, not two as specified GB
(cost deduction).

13.7 Skirting Ducts

a. Colour to be Rivergum Bond with white outlets. GB
b. In Physics provide additional skirting duct on east wall
for future installation. On south walls of Physics,
Chemistry and General Science delete skirting ducts
where windows start at sill height (cost deduction).

13.8 Fume Cupboards

Double opening fume cupboard windows to be as per GB
specification.

13.9 Computer outlets in GPC (Maths Room)

JA to determine exact location of computer outlets in JA
computer room.

13.10 Door Schedule

a. Doors (D2 & D3) to Home Economics should be as Note
specified but larger leaf to be 820 and half glaze
smaller leaf.
b. Sliding doors (D14 & D15) between dining and kitchens
to be aluminium glazed doors as specified.
c. Personal Development foyer door (D6) to be aluminium
glazed doors in lieu of timber doors specified.

13.11 Operable Walls

Operable walls to open from internal wall to external wall. Note

13.12 Floor Coverings

Confirm carpet and vinyl products. Also check if vinyl is JA
homogenous because ABC has raised concern if chair
scrape through top layer.
13.13 Chemical Resistant Bench Tops
JA to confirm availability of chemical resistant bench tops JA
(indication could be six week delay). URGENT

13.14 MATV
Scope of works as specified on page 63 of electrical Note
specification.

13.15 Electrical Equipment

Need to resolve electrical equipment to be supplied by ABC JA
(e.g. TV antenna, satellite dish).
Melbourne satellites are subcontractors for DSE satellite
disks.

13.16 Progress Claim No. 6

Progress Claim No. 6 ($383,979) received 5 August, 1996. JA

13.17 Adjustable Cook Tops

GB require details on adjustable cook tops in Home JA
Economics.

Next Site Meeting

Thursday, 15 August 1996 at 9:15 am. Note