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Site Meeting Minutes

Site Meeting Minutes Template for Saudi Arabia

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Key Requirements PROMPT example:

Site Meeting Minutes

"I need Site Meeting Minutes for a major highway construction project in Riyadh, involving multiple contractors and government stakeholders, with specific sections for environmental compliance and prayer time arrangements, to be used starting January 2025."

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Document background
Site Meeting Minutes are essential project management documents used in Saudi Arabian construction projects to maintain accurate records of on-site discussions and decisions. These minutes serve as a crucial communication tool and legal record, documenting project progress, safety compliance, and technical decisions while adhering to Saudi construction regulations and Sharia Law principles. The document is typically prepared following regular site meetings and must include specific elements such as attendance records, progress updates, and action items. Site Meeting Minutes are particularly important in the Saudi context where formal documentation is crucial for dispute resolution and project governance, requiring careful attention to local business practices and cultural considerations.
Suggested Sections

1. Meeting Information Header: Basic meeting details including project name, meeting number, date, time, location, and next meeting schedule

2. Attendance: List of all attendees, their roles, companies, and contact information, including both present and apologies

3. Previous Minutes: Review and approval status of previous meeting minutes, including any corrections or amendments

4. Progress Update: Current status of works, percentage completion, and comparison against project schedule

5. Health and Safety Matters: Discussion of safety incidents, concerns, and preventive measures as per Saudi OSH standards

6. Quality Control: Quality-related issues, inspections, and compliance with Saudi Building Code requirements

7. Resource Management: Discussion of labor, equipment, and material status and requirements

8. Technical Issues: Discussion of technical challenges, solutions, and decisions made

9. Schedule Review: Analysis of project timeline, delays, and mitigation measures

10. Action Items: List of tasks assigned, responsible parties, and completion deadlines

Optional Sections

1. Environmental Compliance: Section included when environmental matters are discussed or when project has specific environmental requirements under GER

2. Permit Status: Added when there are ongoing permit applications or renewals with Saudi authorities

3. Value Engineering: Included when cost optimization proposals are discussed

4. Stakeholder Comments: Added when external stakeholders or client representatives provide specific input

5. Risk Review: Included when new risks are identified or existing risks are reassessed

6. Cultural/Religious Considerations: Added when discussing prayer time arrangements or other cultural requirements specific to Saudi Arabia

Suggested Schedules

1. Attendance Sheet: Signed attendance record with company stamps as required by Saudi documentation practices

2. Progress Photographs: Visual documentation of work progress discussed in the meeting

3. Updated Project Schedule: Current program showing progress and planned activities

4. Action Items Log: Detailed tracking sheet of all open and closed actions

5. Safety Statistics: Current safety performance metrics and incident reports

6. Drawing Register: List of drawings discussed or referenced during the meeting

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions





































Clauses





















Relevant Industries

Construction

Infrastructure

Real Estate Development

Oil and Gas

Industrial

Commercial

Residential

Healthcare

Education

Transportation

Energy

Mining

Hospitality

Religious Buildings

Government Facilities

Relevant Teams

Project Management

Construction

Engineering

Quality Control

Health and Safety

Contract Administration

Document Control

Planning and Scheduling

Technical Services

Site Operations

Client Relations

Design

Procurement

Relevant Roles

Project Manager

Site Engineer

Construction Manager

Project Director

Quality Control Manager

HSE Manager

Contract Administrator

Document Controller

Project Coordinator

Construction Supervisor

Technical Manager

Resident Engineer

Client Representative

Quantity Surveyor

MEP Coordinator

Architecture Manager

Planning Engineer

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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