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  4. Construction meeting minutes (OAC)
Meeting kitConstructionMinutes

Construction meeting minutes (OAC)

60 minutes 9 blockspro Runs with Pro

OAC meeting agenda and minutes with numbered items that carry forward week to week, change order decisions voted on the spot, and a draft ready at the end.

Use this template See inside

Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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60 min · 9 blocks, drawn to scale Fits exactly
  1. Call to order and attendance: name, company, role, 3 minutes 3
  2. Accept last meeting's minutes, with corrections, 4 minutes 4
  3. Safety report, 4 minutes 4
  4. Schedule: three-week look-ahead, milestones, critical path, 8 minutes 8
  5. Old business: open items carried forward, 15 minutesFollow-up 15
  6. RFIs, submittals and change orders, 10 minutesDiscuss 10
  7. Owner decision on pending change orders, 4 minutes 4
  8. New business: new items get the next number, 7 minutes 7
  9. Next meeting, distribution and correction window, 5 minutes 5
015304560 min
  1. +0′Call to order and attendance: name, company, roleYour name, company and role3 minCheck-in
  2. +3′Accept last meeting's minutes, with correctionsTip: Ask for corrections first. Corrections go on record in these minutes, not by editing last week's.4 minDecide
  3. +7′Safety report4 minInfo
  4. +11′Schedule: three-week look-ahead, milestones, critical path8 minInfo
  5. +19′Old business: open items carried forwardTip: Go item by item by number. Each one is closed, updated with a new date, or escalated. Never renumber.15 minFollow-up
  6. +34′RFIs, submittals and change orders10 minDiscuss
  7. +44′Owner decision on pending change ordersOwner's decision on the change order presentedTip: One vote per change order. Record the CO number and amount in the decision.4 minVote
  8. +48′New business: new items get the next number7 minDiscuss
  9. +55′Next meeting, distribution and correction windowTip: State the correction window aloud, for example five working days, after which the minutes stand as written.5 minWrap-up

In short

Construction meeting minutes record what was decided at the regular owner, architect and contractor (OAC) meeting: schedule, open items, RFIs, submittals and change orders. This kit gives you a 60-minute OAC agenda, numbered items that carry forward each week, change order votes on phones and a minutes skeleton.
Time
60 minutes
People
Owner, architect, GC, key trades
Includes
Agenda, minutes skeleton
Plan
Pro

Updated October 4, 2026

What's in the kit

By the end of this meeting, every open item has a status, an owner and a date, and the owner has decided on pending change orders. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

OAC meeting minutes no. [__]: [project]

OAC meeting minutes

Project: 
Meeting no.: 
Date / time / place: 
Presiding: 
Recorder: 

Present (name, company, role): see attendance in the summary below
Absent: 

Previous minutes: accepted as written / accepted with corrections: 

1. Safety

2. Schedule
Look-ahead: 
Milestones: 
Critical path issues: 

3. Old business (items keep their number until closed)
Item no. / Description / Responsible / Due / Status
__.01 /  /  /  / Open
__.02 /  /  /  / Closed

4. RFIs, submittals and change orders
CO no. / Description / Amount / Decision (from the vote): 

5. New business
__.__ /  /  /  / Open

Next meeting: 

These minutes are the recorder's understanding of the meeting. Corrections must be sent within ___ working days, after which they stand as written.

Adjourned at:

How to run it

  1. 1Number every item meeting.item (for example 12.04) and keep that number until the item is closed, so nothing gets lost between weeks.
  2. 2Open with attendance by QR and accept last week's minutes, recording any corrections in this week's minutes.
  3. 3Walk the open items by number before any new business. Each one is closed, re-dated or escalated.
  4. 4Take each change order to a vote so the owner's decision is recorded with the time it happened. Agendiq's summary records decisions and votes as they happen.
  5. 5Send the minutes from the follow-up email with a correction window, and carry every open item into next week's agenda.

Questions people ask

What should construction meeting minutes include?
Attendance, acceptance of the last minutes, safety, schedule, every open item with its number, owner, due date and status, RFIs, submittals, change order decisions, new items and the next meeting date.
What is an OAC meeting?
A regular meeting of the owner, architect and contractor, usually weekly or every two weeks during construction, to track progress and decide open issues.
Who takes the minutes in an OAC meeting?
Usually the general contractor or the architect, depending on the contract. Whoever takes them should send them quickly with a set window for corrections.

Run it with your group

pro
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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