ca   roles  and  responsibilities - 4 - MEETINGS​​
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Meetings attended by the CA may be formal or informal and for whatever the purpose, should be recorded for the file, particularly where actions need to follow.

Informal meetings on site, may be with operatives,
contracts managers, specialist suppliers, other
professionals or indeed the employer.

Some projects will have formal progress meetings
which the CA will attend or may even chair. Such
meetings should be minuted and issued very soon
afterwards to clearly record the decisions taken and
actions required.

Normally it should be possible to agree a programme of meetings at the commencement of a building contract, and typically formal meetings will cover such matters as:

• progress to date and expected completion, as well as any possible risks that might affect the completion date
• the contractor reporting delays, or problems etc to the CA and to seek any further instructions they require
• health and safety
• contract instructions, including changes requested by the employer
• information required and timing of its provision
• sequencing of work
• input by other interested parties, e.g. specialist sub-contractors
• queries relating to the drawings and specification
• progress of procedures in connection with extensions of time, claims for loss and expense. instructions and their valuation, payments, dayworks
• quality of work
• review of nominated sub-contractors and suppliers
• effectiveness of communications between parties during the project.

It is normal to have an initial meeting soon after the order for the works has been placed by the employer to ‘set the scene’; often this meeting is termed the ‘pre-contract’ meeting although strictly speaking it is a ‘pre-commencement’

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