FAQ.24

Question:

Who runs the construction meetings and issues minutes - the architect or the contractor?

Answer:

See RAIC Canadian Handbook of Practice (CHOP) 2^nd Edition, Volume two, Chapter 2.3.11 where it states:

Either the architect or the general contractor prepares the minutes, depending on the architect’s choice and the general requirements of the specifications. Or refer to RAIC Canadian Handbook of Practice 3rd Edition, Part 6, Chapter 6.6.

On most larger projects, the contractor runs and prepares minutes of construction site meetings. It is best to specify at the bidding stage the detailed arrangements and requirements of the contractor for site meetings. On occasion the architect minutes the site meetings. The goal is to have decisions and other matters recorded and properly distributed to the appropriate individuals for information and action in a timely manner.

The architect, when putting their fees together for any project, should consider the staff time it takes to attend meetings, record, draft, edit and issue meeting minutes as well for those instances when it is in the project’s interests for the architect to do so. It is difficult for one person to run the meeting and take minutes at the same time, typically it requires two people to do a professional job.