What are the pitfalls and tips regarding Site
minutes?
1)
Minutes of Site Meetings are usually written by the Builder, and will
be slanted, cleverly or otherwise, in
that direction. This "slanting"
ranges from the omission of important statements made by the Subbie during the
meeting to more subtle arts involving skilful use of just the right words.
2)
The Streetwise Subbie must check the minutes
immediately he receives them, and immediately write to have them corrected with
any points of omission and/or disagreement.
These corrections must then be included in the minutes of the next
meeting, as the first item.
3)
Read them as though you were an
"outsider" who did not attend the meeting. Then you will often notice the clever bits which appear to
represent your comments but are worded so as to leave a different retrospective interpretation, should the
Builder find it necessary later on. If
you stated quite simply your opinion that you are currently ten weeks behind
due to lack of progress by others on internal block walls, then that is what
you are entitled to see. A clever
Builder might report the item as "Joe Bloggs Ltd said that there had been initial delays with block walls, and Ace Builders
Ltd said that this was now back on programme". Not the same really, is it?
4)
Watch out for the Builder who issues the
Minutes of the previous month's meeting on the morning of the current
meeting. This is done so that you miss
out on your chance of correcting them.
Don't fall for it. Register your
concern at the current meeting, and insist that the Minutes be issued within
say three days of any meeting.
5)
When you respond in a meeting, choose your
words carefully. If you are being delayed,
and you are in no doubt as to the causes (specific building or information
delays, or variations etc) then don't
be "mealy mouthed" about it, as is so often the case. The Streetwise Subbie must state his opinion
clearly and ensure that it goes into the minutes as stated. If the Builder disagrees, that is a separate
matter, which can again be minuted.
6)
If there are problems due to a fundamental
underlying situation (ie extreme delay in completion of the roof, and
subsequent effect on weatherproofing etc), then try to see that this is
reflected in the Minutes. Otherwise, it
will just read like a series of minor trivia, which fails to convey the real
situation on site. I have experience of a project which, for much of
the time, resembled a bomb site. Now,
months after completion, all this is fading from people's memories, and the
talk is of individual "pin pricks".
7)
Above all, don't rely upon the Site Minutes as a substitute for proper notices and good records. Whilst Site Minutes can be very helpful in substantiating a Subbie's case for delay, loss and expense etc, they are no more than that.
John
Russell
Contracts
and Training Consultant
Cheshire CW4 7DP
Tel: 07770 986444
Email:
swsubbie@globalnet.co.uk
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