Common use of Management meetings Clause in Contracts

Management meetings. Regular meetings of a general nature may be convened and chaired by the Supply Manager as follows: Title and purpose Approximate time & interval Location Attendance by: Risk register and compensation events Discussions to take place as soon as a risk is notified Service Manager’s office Contractor, Service Manager, Co-ordinator and Contracts Supervisor Overall contract progress and feedback Weekly basis during Outages Thursdays 14:00-15:00 Service Manager’s office Service Manager, Contractor, Co- ordinator and Contracts supervisor Daily Outage Progress Daily 10:00am during outages Outage Boardroom Outage Execution Manager, Planner, Service Manager, Co- ordinator and Contract Supervisors Daily Safety Toolbox Talks Daily before work starts on site with signed attendance registers by Contractor’s employees and signed off minutes by the Contractor’s Site Manager Contractors Yard Contractor and his employees Contractor Weekly Safety Meeting Wednesdays during Outages 11:00-12:00 Outage Boardroom Safety Officers, Supervisors, Outage planners and Co- ordinators Plant Safety Walk down Tuesdays 08:00am and Thursdays 08:00am during Outages Outside the unit on Outage shutter door Safety Officers, Supervisors, Outage planners and Co- ordinators Contractors Meeting Daily 15:00pm during outages Service Manager’s office Outage Co-ordinator, Contractor, Contractor Planner and Supervisor If the Contractor can’t attend any meeting his feedback should be formally communicated through to the The Contractor will provide a detailed feedback report on a daily basis during Outages providing accurate feedback on the status of service carried out by the Contractor. This report should indicate accurate progress of service and if any constraints are experienced, the Contractor to communicate with the Service Manager and mitigate the risks with action plans. Meetings of a specialist nature may be convened as specified elsewhere in this Service Information or if not so specified by persons and at times and locations to suit the Parties, the nature and the progress of the service. Records of these meetings shall be submitted to the Service Manager by the person convening the meeting within five days of the meeting. All meetings shall be recorded using minutes or a register prepared and circulated by the person who convened the meeting. Such minutes or register shall not be used for the purpose of confirming actions or instructions under the contract as these shall be done separately by the person identified in the conditions of contract to carry out such actions or instructions.

Management meetings. Regular meetings of a general nature may be convened and chaired by the Supply Project Manager as follows: Title Kick-off meeting Within two weeks of contract start Majuba Power Station, Projects Boardroom Employer’s and purpose Approximate time & interval Location Attendance by: Risk register Contractor’s Project/Contract and compensation events Discussions to take place as soon as a risk is notified Service Manager’s office Contractor, Service Manager, Co-ordinator Site Managers and Contracts Supervisor SHEQ representatives. Overall contract progress and feedback Weekly basis during Outages Thursdays 14:00-15:00 Service ManagerMajuba Power Station, Projects Boardroom Employer’s office Service Manager, Contractor, Co- ordinator and Contracts supervisor Daily Outage Progress Daily 10:00am during outages Outage Boardroom Outage Execution Manager, Planner, Service Manager, Co- ordinator and Contract Supervisors Daily Safety Toolbox Talks Daily before work starts on site with signed attendance registers by Contractor’s employees Project/Contract and signed off minutes by the Site Managers Risk register and compensation events Monthly Majuba Power Station, Projects Boardroom Employer’s and Contractor’s Project/Contract and Site Managers Majuba Contractor’s Safety meeting Monthly (while on site) Majuba Power Station, Xxx Xxxxx Auditorium Employer’s Project Manager and Contractor’s Site Managers and Contractor’s Safety Officer Quality and NCR/ Defect meeting Monthly Majuba Power Station, Projects Boardroom Employer’s and Contractor’s Project/Contract and Site Managers and/ or Contractor’s and SHEQ representatives. Assessment meetings On or before the 25th of the month. Majuba Power Station, Projects Boardroom and on site Employer’s and Contractor’s Project/Contract and Site Managers The Project Manager Contractors Yard Contractor and his employees Contractor Weekly Safety Meeting Wednesdays during Outages 11:00-12:00 Outage Boardroom Safety Officersmay change the frequency of meetings, Supervisors, Outage planners and Co- ordinators Plant Safety Walk down Tuesdays 08:00am and Thursdays 08:00am during Outages Outside the unit on Outage shutter door Safety Officers, Supervisors, Outage planners and Co- ordinators Contractors Meeting Daily 15:00pm during outages Service Manager’s office Outage Co-ordinator, Contractor, Contractor Planner and Supervisor If the Contractor can’t attend any meeting his feedback should be formally communicated through to the The Contractor will provide a detailed feedback report on a daily basis during Outages providing accurate feedback on the status of service carried out by the Contractor. This report should indicate accurate progress of service and if any constraints are experienced, the Contractor to communicate with the Service Manager and mitigate the risks with action plans. Meetings of a specialist nature may be convened convene special meetings as specified elsewhere in this Service Works Information or if not so specified then as and when required by persons the Project Manager and attended by all relevant Contractor’s personnel at the times and locations to suit the Parties, the nature and the progress of the service. Records of these meetings shall be submitted to the Service Manager communicated by the person convening the meeting within five days of the meetingProject Manager. All meetings shall be are recorded using minutes or a and an attendance register prepared and circulated by the person who convened the meeting. Such minutes or register shall is not be used for the purpose of confirming actions or instructions under the contract as these shall be are done separately by the person identified in the conditions of the contract to carry out such actions or instructions. The Contractor arranges and holds all necessary and mandatory meetings with his employees including daily toolbox talks, pre-job and post-job briefings, health and safety and risk assessment meetings etc. The Contractor informs the Project Manager of the dates and times of such meetings and ensures that there is minimal impact on performing the work. The use of online meetings will be preferred wherever possible and the Contractor utilises the application preferred by the Employer i.e. Microsoft Teams and ensures the availability of suitable tools e.g. laptops and internet connectivity.

Management meetings. Regular meetings of a general nature may be convened and chaired by the Supply Manager as follows: Title and purpose Approximate time & interval Location Attendance by: Risk register and compensation events Discussions to take place as soon as a risk is notified Service Manager’s office Contractor, Service Manager, Co-ordinator notified and Supervisor Contracts Supervisor Overall contract progress and feedback Weekly basis during Outages Thursdays 14:00-15:00 Service Manager’s office Service Manager, Contractor, Co- ordinator and Contracts supervisor Daily Outage Progress Daily outages 10:00am during outages Outage Boardroom Outage Execution Manager, Planner, Service Manager, Co- ordinator and Contract Supervisors Daily Safety Toolbox Talks Daily before work starts on site with signed attendance registers by Contractor’s employees and signed off minutes by the Contractor’s Site Manager Contractors Yard Contractor employees and his employees Contractor Weekly Safety Meeting Wednesdays during Outages 11:00-12:00 Outage Boardroom Safety Officers, Supervisors, Outage planners and Co- ordinators Plant Safety Walk down Tuesdays 08:00am and Thursdays 08:00am during Outages Outside the unit on Outage shutter door Safety Officers, Supervisors, Outage planners and Co- ordinators Contractors Meeting Daily outages 15:00pm during outages Service Manager’s office Outage Co-ordinator, Contractor, Contractor Planner and Supervisor If the Contractor can’t attend any meeting his feedback should be formally communicated through to the The Contractor will provide a detailed feedback report on a daily basis during Outages providing accurate feedback on the status of service carried out by the Contractor. This report should indicate accurate progress of service and if any constraints are experienced, the Contractor to communicate with the Service Manager and mitigate the risks with action plans. Meetings of a specialist nature may be convened as specified elsewhere in this Service Information or if not so specified by persons and at times and locations to suit the Parties, the nature and the progress of the service. Records of these meetings shall be submitted to the Service Manager by the person convening the meeting within five days of the meeting. All meetings shall be recorded using minutes or a register prepared and circulated by the person who convened the meeting. Such minutes or register shall not be used for the purpose of confirming actions or instructions under the contract as these shall be done separately by the person identified in the conditions of contract to carry out such actions or instructions.