Pre-Construction Meeting Agenda Template

Pre-Construction Meeting Agenda Template

Fast-Fact Summary Box

• Template Type: Pre-Construction Alignment Agenda
• Governing Framework: CCDC Project Administration & OHSA Constructor Duties
• Target Trade: General Contractors & Owners
• Primary Operational Risk: Role assignment, site rules, schedule baselines, and document-control responsibilities

Scope Boundaries (Who/What it applies to)

This template applies directly to General Contractors and Owners executing commercial, industrial, or institutional projects in Ontario. It establishes the operational, safety, and administrative boundaries before physical site mobilization. The scope covers the formal transfer of site control to the designated "Constructor" under the Ontario Occupational Health and Safety Act (OHSA), the establishment of the baseline construction schedule, and the formalization of document-control workflows. It binds all prime contract signatories, designated subtrades, and third-party consultants to the agreed-upon administrative protocols.

Mandatory Deliverables & Administrative Windows

• Notice of Project (NOP): Must be filed with the Ministry of Labour, Immigration, Training and Skills Development (MLITSD) and posted on-site prior to any physical work commencing.
• Site-Specific Safety Plan (SSSP): Complete hazard assessment and emergency response plan submitted 10 business days prior to mobilization.
• WSIB Clearance & Insurance: Valid WSIB clearance certificates and proof of commercial general liability insurance submitted and verified before site access is granted.
• Baseline Schedule: Master construction schedule (CCDC 2 baseline) approved and signed by both parties within 5 business days of the pre-construction meeting.
• Proper Invoice Portal Setup: Verification of the digital submission pathway, designated recipient email addresses, and invoice formatting requirements established prior to the first billing cycle.

Ontario Regulatory Compliance Notes

This template is governed by CCDC Project Administration standards and OHSA Constructor Duties. Under OHSA, the General Contractor must be formally designated as the "Constructor" to assume sole responsibility for health and safety coordination on the project site.

Furthermore, all administrative and payment workflows established during this meeting must comply with the January 1, 2026 Ontario Construction Act amendments:

• Invoices are legally deemed proper unless the owner gives a formal written notice of deficiency within 7 days after receiving the invoice. Missing the 7-day notice window forfeits the right to dispute invoice form or structure and starts the 28-day prompt-payment timeline.
• For contracts extending beyond one year, owners must publish a Notice of Annual Release of Holdback (Form 6) on an electronic construction trade news website within 14 days after each contract anniversary. Payment of the accrued basic holdback must occur no earlier than day 60 and no later than day 74 after publication, provided no liens are preserved.
• The former section 27.1 notice-of-non-payment mechanism for refusing holdback distribution due to deficient or incomplete work is repealed. Holdback use is restricted to formal contract abandonment or termination scenarios and preserved lien risk.
• Parties have a strict 90-day window after contract completion, abandonment, or termination to initiate interim binding adjudication through ODACC or a qualified private adjudicator.

Form/Sign-off Requirements

• Constructor Designation Sign-off: Formal written acknowledgement by the General Contractor accepting the role and liabilities of the "Constructor" under the OHSA.
• Baseline Schedule Initialling: Mutual initialling of the approved master construction schedule by the Owner's Representative and the General Contractor's Project Manager.
• Proper Invoice Protocol Agreement: Signed acknowledgement of the designated invoice submission email, required supporting documentation, and monthly billing date.
• Meeting Minutes Acceptance: Written or electronic sign-off by all key attendees within 3 business days of agenda execution to confirm the accuracy of the recorded minutes.
• Record Retention: All signed pre-construction documents, safety plans, and meeting minutes must be retained in the project management system for a minimum of 7 years.

Official Verification Sources

• Ontario Construction Act, R.S.O. 1990, c. C.30
• O. Reg. 304/18 (Procedures and Forms)