Artificial Surfaces
formally in the form of site notes which are issued to the client after every visit. I recommend weekly project site meetings in the initial and final phases of a project, which may well taper out to fortnightly as the project settles down and develops. It does, however, depend on the contract programme.
These meetings are formal and should be minuted, recorded and chaired by the project manager. Key site and project personnel are invited to the meetings so that any issues can be discussed and ironed out. The project is monitored against the programme and in context of prevailing weather conditions etc.
We would normally issue site notes dictated from site, with accompanying photographs prepared and issued, within twenty-four hours, to the project team. Regular site visits are also important to substantiate any valuations made by the contractor, so that the contractor is paid the correct amount for the works done on site and or materials delivered to site. It is not unusual for contractors to claim a proportion of the cost of an item when it is on site, even if it has not been installed, such as synthetic grass or fencing materials.
A project management file is held in the office and is kept up to date with all the site notes, minutes and ongoing documents required, so that these can be referred to on site in a practical manner. Electronic copies are also held to back up the paper file. I
employ a secretary to do this work for me, as it is imperative that, if you are running five or six contracts in the summer months, the documentation is kept up to date. Photographs are always useful to record progress and for prosperity. Sometimes, video technology is used to record the project throughout its full duration for marketing purposes. This again is a useful record of works taking place. Contractors should also manage documentation on their own behalf, and this can be inspected at any time regarding deliveries of specific materials to site by the project manager. Normally, the site foreman would hold these in site welfare facilities for inspection. Any other formal documentation required, such as monitoring, engineers instructions and key stage testing, would be held by the project manager in the project file.
In most instances, a formal written record is a necessary requirement to validate and back up any decisions made during the contract works. This is normally issued in the form of an engineer’s/architect’s instruction and/or variation certificate.
Health and Safety
The client must always make sure that appropriate Health and Safety provision is made. On large scale projects, I would recommend taking specialist advice. Many of you will no doubt be aware of the applicable legislation in this area and I cannot
What takes place on site on an ongoing basis during the construction works is fundamentally important and should be observed and recorded on a regular basis
” Official Training Supporter to the IOG PC APRIL/MAY 2015 I 109
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