Ultimately every unit in an HOA development will be remodeled or have construction work at some point. It is a good idea for both the association and the homeowner to a pre-construction meeting to ensure everyone who will be affected is informed and that the project will move along smoothly.
What is a preconstruction meeting?
Generally speaking, a pre-construction meeting helps assure a smooth transition from design and proposal to construction. It should be held after an owner has notified their HOA of your intended project and well before the intended start date of construction. Meeting times can vary depending on the size of the project, but one to two hours are typical.
If done well, the meeting answers questions that might arise, causing fewer problems once construction begins.
A few items to include on the pre-construction meeting agenda are:
- the scope of work planned
- primary contacts for the owner and contractor
- a review of owner or condo house rules
- confirm the start date and location of the anticipated work
- confirm the hours work will be conducted
- pinpoint locations of bathrooms, electricity, water, shut off valves, etc
- review any safety concerns of members impacted by the work
- review expectations of the owner and contractors
- Review expectations of the HOA
- discuss available parking, elevator access and other logistics
- any other items as needed for the specific project being discussed
Should you have a preconstruction meeting for every project?
There may be some allowances for work, such as emergency repairs, that can be done without a pre-construction meeting. However, a best practice is to have a preconstruction meeting prior to any project, regardless of its size or scope. Even small projects can have challenges and logistical issues that may require discussion.
Who should attend a pre-construction meeting and what does it accomplish?
Anyone with a stake in the project should be invited to attend. Typically, that list includes the building’s resident or general manager, the property manager (if necessary), the consultant or design professional, the project manager who prepared the proposal or bid for the work, the on-site supervisor from the vendor or construction company who will be responsible for the daily work on site.
Following the meeting, once every aspect has been agreed upon, the responsible contractor should write up the particulars of the project explaining the schedule and scope of the project, hours of operation, and other pertinent information relevant to the construction project. The document should be sent to all the necessary people: property or resident manager, the consultant and other members for review and displayed in a location that can be seen by anyone who is interested.