Pre-start meeting
(TEAM) Doc. ref:
(GROUP / DIVISION)
(DEPARTMENT)
(COUNCIL)
PRE-START / PRE-CONTRACT MEETING AGENDA
SCHEME:
DATE:
CONTRACT:
VENUE:
Attendees / representatives from (please list organisation and name):
Council
Contractors Staff
Traffic Management
Developer Staff
Developers Consultants
Contractor
CDM Coordinator
Police, where relevant
List of matters to be considered
1. Introductions
a) Who’s who, including site representatives
b) Elected developer contact representative
c) Clarification of roles and responsibilities
d) Daytime and out of hours contact telephone numbers
2. Scheme details
a) Approved drawings
b) Clarification of any specification queries
3. Legal matters
a) Legal agreement completed (Section 38 / Section 278 agreement), bond in place, fees paid ?
b) Completion of any necessary consents, easements or wayleaves
c) Affect on any existing Rights of Way
d) Contractor’s insurance
e) Sub-contractors
f) CDM Regulations, including planning co-ordinator and health & safety file
4 Contractual Matters
a) Date of commencement (start date)
b) Working hours
c) Sub-contractors
d) Contractors Programme, Method of Work
e) Noise levels
f) Health & Safety Plan
g) Health & Safety Policy
h) Traffic Management requirements
i) Emergency telephone numbers
5 Working practices
a) Mud, materials and equipment on the highway
b) Protection of existing trees and other features to be retained
c) Site accesses and storage areas
6 Environment Issues
a) Tip and carriage licenses etc.
b) Re-use of excavated materials
7 Material Suppliers
Testing
Site Supervision
8 Traffic Management
a) If appropriate, temporary traffic regulation orders in place ?
b) Advance signing / notice requirements
b) Approval of any proposed direction signing
d) Any specified construction traffic routes
9 Customer Care
a) Liaison with local residents and other interested parties i.e. affected frontages, parish council and local member(s)
b) Letter drop to residents (including information on works, traffic management, start/finish dates, working hours etc)
c) Work boards e.g. “Work start here (date) for (xx) weeks. Delays possible”.
d) Identification of staff (logo etc)
10 Liaison with other organisations
a) Public utilities
b) Police
c) Fire
d) Ambulance
e) Others (specify)
11 Inspection
- Results of site investigations and tests
- Notification of stages of construction (where appropriate)
- Materials testing
- Provisional and final certificates of completion
- Routine maintenance requirements
12 Any Other Business
(Name and Team) Date:
Note:
a.This is a generic example of issues that might be discussed at the meeting. The level of detailed discussion will depend, amongst other things, on the scale and location of your proposed works.
b. Failure to address all items above may result in the inability of the highway authority to grant approval for commencement of works.
Page Last Updated: 1 January 2004
