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Site Meeting Minutes

Site Meeting Minutes Template for Switzerland

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Key Requirements PROMPT example:

Site Meeting Minutes

"I need Site Meeting Minutes for a large-scale hospital construction project in Geneva starting March 2025, with particular emphasis on medical facility compliance requirements and coordination between multiple specialist contractors."

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Document background
Site Meeting Minutes are formal documents required in construction and development projects under Swiss law, particularly governed by the Swiss Code of Obligations and SIA 118 standards. These minutes serve as the official record of regular site meetings, documenting project progress, technical discussions, safety considerations, and key decisions. The document is crucial for project tracking, risk management, and can serve as legal evidence in case of disputes. Site Meeting Minutes should be prepared during or immediately after each site meeting, distributed to all relevant parties, and maintained as part of the project's official documentation. They play a vital role in project communication, accountability, and compliance with Swiss construction regulations.
Suggested Sections

1. Meeting Information Header: Project name, meeting number, date, time, location, and weather conditions (relevant for construction activities)

2. Attendees: List of all present and absent participants, including their roles, companies, and contact information

3. Previous Minutes Review: Status of actions from previous meeting and approval of previous minutes

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

5. Health and Safety Matters: Safety incidents, concerns, and measures implemented or required

6. Quality Control: Quality issues, inspections conducted, and test results

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

8. Schedule Update: Timeline review, delays, and mitigation measures

9. Resource Status: Labor, equipment, and material status and requirements

10. Next Steps: Action items, responsibilities, and deadlines

11. Next Meeting: Date, time, and location of the next scheduled meeting

Optional Sections

1. Environmental Matters: Include when there are environmental considerations, monitoring requirements, or incidents to report

2. Permit Status: Include when there are pending permits or regulatory approvals to discuss

3. Community Impact: Include when there are matters affecting neighboring properties or community relations

4. Cost Management: Include when there are budget discussions or cost-related decisions

5. Design Changes: Include when there are modifications to original designs or specifications

6. Risk Assessment: Include when new risks are identified or existing risks need to be reviewed

7. Subcontractor Performance: Include when there are specific subcontractor issues or evaluations to discuss

Suggested Schedules

1. Progress Photos: Dated photographs showing current state of works

2. Updated Project Schedule: Current program showing progress against baseline

3. Action Items List: Detailed list of tasks, responsible parties, and deadlines

4. Attendance Sign-in Sheet: Original signed attendance record

5. Technical Submissions: Any relevant technical documents discussed during the meeting

6. Safety Reports: Copies of safety inspections or incident reports referenced

7. Quality Control Records: Test results or inspection reports discussed during the meeting

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 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



































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Relevant Industries

Construction

Real Estate Development

Infrastructure

Industrial

Commercial Property

Residential Development

Healthcare Facilities

Education Facilities

Hospitality

Retail Development

Transportation

Energy

Manufacturing

Public Sector

Mining

Relevant Teams

Project Management

Construction

Engineering

Quality Assurance

Health and Safety

Contract Administration

Technical Services

Site Operations

Documentation Control

Risk Management

Environmental

Client Relations

Design

Planning

Procurement

Relevant Roles

Project Manager

Site Manager

Construction Manager

Project Engineer

Site Engineer

Quality Control Manager

Health and Safety Officer

Contract Administrator

Project Director

Construction Director

Technical Director

Site Supervisor

Project Coordinator

Document Controller

Client Representative

Architect

Quantity Surveyor

Risk Manager

Environmental Manager

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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