4.3 Weekly Subcontractor’s Scheduling Meeting

POLICY: Weekly Subcontractor’s Scheduling Meeting

PURPOSE: To address and resolve daily problems and coordinate the work activities for the coming week.

RESPONSIBILITY: The Superintendent

PROCEDURE:

1. A formal meeting will be held each Tuesday at 9:00 AM in the field office. (Changes in time, day, or location must be approved by the Vice President of Operations)

2. All Carter & Carter Construction supervisors and subcontractor supervisors shall attend. Active subcontractors and subcontractors who will commence work within the next two weeks should be represented. The representative in attendance shall be someone with authority to make important project decisions and/or provide accurate information as it relates to that particular scope of work.

3. The Superintendent or other person designated by the Superintendent will conduct the meeting.

4. The meeting agenda template attached for reference will be strictly followed. The current project schedule MUST be attached to all meeting agendas/minutes.

5. The meeting will close with a review of scheduled meetings, prospective visits and inspections for the next week. The dates for inspections and visits will be announced for the week. This includes Near Term Schedule meetings, owner visits, building inspections, etc.

6. Minutes will be taken and distributed to attendees, responsible office personnel for selected subcontractors, the Vice President of Operations, Senior Project Manager and General Superintendent. Minutes should be distributed no later than 48 hours after the meeting.
Meeting minutes will include a list of subcontractors whose attendance were required but were not present.

NOTE: The meeting will be conducted in a professional manner. Subcontractors and Carter & Carter Construction participants will be required and encouraged to prepare for the meeting so that the information provided is “well thought out” and accurate. Regarding subcontractors who have been inconsistent in attending the meetings, the Project Manager and Superintendent should call all required attendees prior to the meeting and remind them that their participation is required. Follow up in writing is appropriate.

An example of the Weekly Subcontractor’s Scheduling Meeting is included for reference.
Subcontractor Scheduling Meeting