ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria TITLE THE ARCHITECT AND SITE MEETINGS IN NIGERIA SUB-TOPICS  Introduction  The architects role during Construction  Responsibility of the architect in the conduct of site meetings  Conduct of Site Meeting  Meeting agenda template  Minutes of meeting  Site meeting minutes format  Recommendations  Conclusion

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria Site meeting is very crucial to the success of any project as it aims at ensuring proper update with respect to the program of work, cost effectiveness, quality and standard of materials and construction. Conduct of site meeting is a vital part of the Architect’s responsibilities in post contractual building administration. For a proper grip of the meeting, the Architect should not only be vast in the technicality of building administration, but also in every other aspect of human relationship, management/leadership ability, and communication skill. INTRODUCTION

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria The responsibilities of an Architect are many and varied during the construction process. When construction administration is part of the contract, the architect's ability to help create a successful project continue after the planning, design and construction documents are complete. All too frequently, the Architect-Owner relationship is terminated on completion of the construction documents. The responsibilities of an architect include the following; THE ARCHITECTS ROLE DURING CONSTRUCTION  Performance Evaluation  Deviation and Adjustment  Costs  Site Assessment

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria One of the architect’s responsibilities during construction is to participate in job-site meetings. The architect should be familiar with the progress of the job prior to any regularly scheduled job meeting. Site meetings provide an excellent opportunity for the architect to establish an on-site presence. CONDUCT OF SITE MEETING Conduct of site meeting is in two parts (Site visitation and the Normal indoor meeting). The two activities come up together in every site meeting. While site Visitation is necessary to: I.identify and proffer solution to problems on site II.Determine on-site progress report, and III.Ascertain conformity of construction and materials to standard and specifications.

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria The Architect chairs the meeting and is responsible for the following actions: Responsibility of the architect in the conduct of site meetings I.Preparation and circulation of notice and agendas of meetings II.Conducting and directing the meeting and site inspection/visitation III.Confirmation through writing excerpts of actions decided in the meetings IV.Preparation and circulation of minutes of meeting.

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria MEETING AGENDA TEMPLATE

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria Minutes are records of issues discussed and decisions taken. Different architects have different ways of presenting them. Minutes of the site meetings should always be recorded. They should indicate what actions are required and who is responsible for the action. Minutes should be distributed within 48 hours of the meeting. Either the architect or the general contractor prepares the minutes, depending on the architect’s choice and the general requirements of the specifications. The architect usually attends many meetings throughout the course of a project, and it is important that key decisions be recorded. Minutes should be reviewed for accuracy and completeness and, minutes together with any amendments, should be distributed to all parties. Minutes of meeting

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria Site meeting minutes format S/NOITEMACTIONS The chairman declared the meeting open at 10am Minutes of the next meeting was read and adopted The Chairman thanked the contractor and all present for the part they played for making the foundation stone laying ceremony a success. The contractor presented a draft program of work. The program was discussed and approved. The contractor wanted to know when the sub contract would be awarded. The Architect assured him that tenders have been received by the tenders board that award will be made before the next site meeting. Samples of materials were inspected on site. More samples to be inspected and approved by the clerks of works as they are to be delivered to site. Meeting closed by 1.30p.m after inspection of the site. Next meeting fixed for Thursday, June 12, B&C Builders Architect Clerk of work

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria The essence of a site meeting is to ensure that a construction project is executed properly and handed over at the appropriate time. Thus, to achieve this it is recommended that: Recommendations 1.All professionals in the construction project have a regular site meeting 2.Minutes should be taken appropriately 3.Appropriate action should be given to details

ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria ARC 807: Professional Practice and Procedure Department of Architecture, Federal University of Technology, Akure, Nigeria The importance of site meeting in the construction industry cannot be over emphasised, thus it is necessary that one of the architect’s responsibilities during construction is to participate in job-site meetings. The architect should be familiar with the progress of the job prior to any regularly scheduled job meeting, since regularly scheduled site meetings are essential. CONCLUSION