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Procore

Coordination Meeting Minutes

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Documented meeting minutes are an important part of any project. 

  1. Meetings without minutes are just conversations. 
  2. We owe it to our attendees to create and distribute agendas, and it is critical to the project and the organization that we document our meetings in our system of record (Procore). 
  3. We have a responsibility to distribute minutes in a timely manner.
  4. "Everyone knows what we are doing" is the road to hell. 

 

The KAST VDC Department *minimum standard* is as follows

  1. Prepare formal MEPF Coord (BIM) Meeting minutes in Procore for all meetings
    1. Distribute agendas no less than 12 hours before the meeting
    2. Distribute meeting minutes no more than 36 hours after the meeting
    3. RECORD ATTENDANCE

Procore gives the following guidance on meeting attendance.  KAST considerations added in orange.

  • Present: If the attendee was physically present, place a GREEN checkmark in this column.
  • Absent: If the attendee was expected to attend, but was absent, place a GREEN checkmark in this column. 
  • For Distribution Only: If the attendee was included on the invite for informational purposes only, or an excused absence, place a GREEN checkmark in this column. 
  • Conference: If the individual was a remote attendee (i.e., via conference call or other third-party meeting software), place a GREEN checkmark in this column. 
  • KAST VDC:
    • It is important to include yourself on the attendee list, and record your own attendance!
    • When meetings are held fully remote (offsite, with everyone at their own desks) all attendees should be "Conference".
    • When meetings are held in-person (typically meaning on-site) the "Present" and "Conference" should reflect accordingly

The standard MEPF Coordination Meeting Template can be summarized as follows:

  • Close after first couple of meetings (possibly after kickoff)
  • Discuss Every Meeting
  • Use as-needed
  1. Kickoff Meeting & Admin
  2. KAST Coordination Process
  3. Construction Progress & Schedule
  4. Coordination Plan & Schedule
  1. Contract Docs & Files (only discuss when changed)
  1. Issues Affecting Coordination
    1. MEPF Open RFIs (attach log)
    2. Coordination Issue (attach log)
    3. [ISSUE 01]
      • Create one line for each critical issue that *may* require A/E/O input
  2. Area 1 Coord
    1. Summarize current coordination status
      • Add minutes to this item each week
      • Close item when signed off
    2. Trade Contractors affecting coordination
      • Create new items for each sub delaying coordination in that area, and assign item to that sub
        • Alternately may create CI for all model/coordination deficiencies, and Observations for all field deficiencies
  3. Area 2 Coord
  4. Area X Coord (etc.)
  1. Pre-Fab & Material Lead Times (discuss at kickoff, use as-needed thereafter)
  2. Submittals & Project Details (discuss at kickoff, use as-needed thereafter)