Owner · Architect · Contractor
OAC Meeting Minutes Template
A specialized meeting minutes template designed specifically for weekly or bi-weekly Owner-Architect-Contractor progress meetings. Formatted to establish clear Ball-in-Court accountability and protect project schedule baselines.
OWNER-ARCHITECT-CONTRACTOR (OAC) MEETING MINUTES
Executive Progress Record · Objection Window: 48 Business Hours
1.00 EXECUTIVE ATTENDEE ROSTER
| Role | Representative | Organization | Attendance |
|---|---|---|---|
| Owner Representative | [Owner Rep Name] | [Owner Entity] | Present |
| Architect of Record | [Principal Architect] | [Architecture Firm] | Present |
| Structural Engineer | [Engineer Name] | [Engineering Firm] | Present |
| GC Project Manager | [PM Name] | [General Contractor] | Present |
| GC Superintendent | [Super Name] | [General Contractor] | Present |
2.00 OWNER DIRECTIVES & DECISIONS
2.01
Lobby Finishes Authorization: Owner Rep confirmed approval of Terrazzo Sample #2 (Warm Matte Gray). Directs GC to procure materials. Confirmed no impact to contract baseline duration. BIC: GC (Procurement).
2.02
Tenant Fit-Out Scope Addition: Owner requested pricing for 4th-floor acoustic ceiling tile upgrade. GC to prepare preliminary cost proposal within 10 business days. BIC: GC Estimating.
3.00 OPEN RFIs AFFECTING CRITICAL PATH
3.01
RFI 104 — Level 4 Structural Opening: Architect response confirmed issued Sept 12 approving 42" penetration. Framing crew cleared to proceed without delay claim. Status: Closed.
3.02
RFI 108 — Roof Anchor Tieback Detail: Structural engineer reviewing safety load calculations. Turnaround required by Friday to avoid waterproofing milestone delay. BIC: Structural Engineer.
4.00 CRITICAL SUBMITTALS & LONG-LEAD PROCUREMENT
4.01
Submittal 082 — Switchgear Cut Sheets: Electrical subcontractor submittal in consultant review. Review deadline: Sept 20. Factory lead time confirmed at 26 weeks. BIC: Electrical Engineer.
4.02
Elevator Cab Finishes: Elevator manufacturer awaiting final owner color selection. Delay beyond Sept 25 will push hoistway turnover. BIC: Owner Rep.
5.00 PROJECT SCHEDULE & MILESTONES
5.01
Dry-In Milestone: Building envelope dry-in tracking on target for November 15. Curtainwall installation on south elevation commences next Monday.
5.02
Permits & Inspections: Fire department hydro test for standpipe system approved on September 10. Underground utility sign-off pending city inspector visit Thursday.
6.00 POTENTIAL CHANGE ORDERS (PCOs) & ALLOWANCE LOG
6.01
PCO 039 — Unforeseen Foundation Obstruction: Subsurface concrete mass encountered during elevator pit excavation. Formal ticket reconciliation submitted for $14,200. Under owner review. BIC: Owner Rep.
6.02
Allowance #3 — Landscaping Package: Preliminary pricing received from landscape sub. Current buyout reflects $8,500 under allowance budget. Credit to be reconciled in next billing cycle.
7.00 OAC ACTION ITEM REGISTER
| Item # | Action Required | Ball-in-Court (BIC) | Committed Due Date | Status |
|---|---|---|---|---|
| OAC-14.1 | Return response on RFI 108 (Roof tieback detail) | Structural Engineer | Sept 18 | Open |
| OAC-14.2 | Finalize elevator cab interior finish selection | Owner Rep | Sept 22 | Open |
| OAC-14.3 | Submit revised PCO 039 documentation | GC Project Manager | Sept 19 | In Review |
NEXT MEETING SCHEDULE
The next OAC meeting (OAC #[00+1]) is scheduled for [Next Date] at [Time] in the Jobsite Trailer. Please submit any additions or corrections within 48 hours.
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