Site Meeting Minutes Template for England and Wales

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Key Requirements PROMPT example:

Site Meeting Minutes

"I need Site Meeting Minutes for a major residential development project in Manchester, covering the monthly progress meeting on 15 March 2025, with particular focus on documenting delays due to material shortages and agreed mitigation measures."

Document background
Site Meeting Minutes are essential project management documents used in construction projects throughout England and Wales. They provide a structured record of regular site meetings, capturing crucial information about project progress, safety matters, and decisions made. These minutes serve multiple purposes: they track project advancement, document compliance with regulatory requirements, record agreed actions and responsibilities, and provide an audit trail for future reference. Site Meeting Minutes are particularly important for maintaining clear communication between all project stakeholders and can be vital evidence in contractual disputes or safety investigations.
Suggested Sections

1. Meeting Details: Date, time, location, project reference and document control information

2. Attendees: List of present attendees and apologies, including their roles and companies

3. Previous Minutes Review: Confirmation of accuracy and review of previous meeting minutes

4. Health & Safety Matters: Current health and safety issues, incidents, updates and compliance matters

5. Progress Update: Current status against programme, work completed and planned works

6. Key Decisions: Record of important decisions made during the meeting

7. Actions: List of agreed actions, responsible parties and completion deadlines

8. Next Meeting: Confirmation of date, time, and location of next meeting

Optional Sections

1. Design Issues: Discussion of design-related matters, changes and approvals required during design development phases

2. Cost Matters: Financial updates, variations and cost implications requiring discussion

3. Procurement Status: Updates on procurement activities and supply chain matters

4. Quality Control: Quality assurance matters, inspections and testing results

5. Environmental Matters: Environmental considerations, waste management and sustainability issues

Suggested Schedules

1. Progress Photos: Visual documentation of site progress and key activities

2. Updated Programme: Current project programme showing progress and any revisions

3. Action Tracker: Comprehensive list of ongoing actions and their current status

4. Risk Register Updates: Current status of project risks and mitigation measures

5. Attendance Sheet: Signed record of meeting attendance with contact details

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

Industries

CDM Regulations 2015: Key regulation for construction project management, requiring documentation of safety discussions, decisions, and responsibilities of principal contractors and designers

Health and Safety at Work Act 1974: Fundamental health and safety legislation requiring documentation of safety matters discussed and recording of identified risks and mitigation measures

Building Regulations 2010: Regulations governing building standards and compliance, requiring documentation of building control matters and compliance discussions

Data Protection Act 2018 and UK GDPR: Legislation governing personal data protection, affecting how attendee information is recorded, stored, and distributed in meeting minutes

Contract Law: Common law principles requiring documentation of contractual agreements, variations, and decisions affecting the contract terms

Environmental Protection Act 1990: Environmental legislation requiring documentation of environmental considerations and waste management discussions

Party Wall Act 1996: Legislation governing works affecting party walls, requiring documentation of related discussions and agreements

Building Safety Act 2022: Recent legislation focusing on building safety, requiring documentation of safety-critical decisions and considerations

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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