MINUTES OF MEETING

Type of Meeting:
Attendees:
Apologies:
Distribution:

PADCAL KICK OFF MEETING

Attendance sheet attached

Meeting No:
Date:

28-Oct-15

Who

When

Attendees

No Agenda
Item

Action / Comment

Status

1.0 QHSE -

Key Issues / Implementation on Projects

1.1 Health and Safety and environment issue
1.1.2
Set up a weekly Safety Committee meeting
1.1.3
Induction Program (San R policies and Procedures, Code of Conduct etc..) with Safety Orientation for San R (aside from
PhilEx Safety Orientation); have them received by the person as proof that he/she had gone through the proper
orientation and understands the procedures.
1.1.4
Prepare Safety Management Plan and Risk register
1.1.5
Quality & Safety Procedures, method statements for every single activity, and environmnetal plan to be approved by the
Client (Philex)
1.1.6
1.1.7

Prepare Quality Management Plan asap before works commence

Accident emergency: make an agreement with Philex regarding use of ambulance

1st meeting next week

Sir Nelson/VAL P
with Safety Officer
Onsite (Mr. Andrew
Dela Paz)

ASAP

Already in place
Plan in place; Risk register
ongoing

02-Nov-15

Sir Val will be going to site on Nov

2

Sir Val
Sir Val and Sir
Nelson

06-Nov-15
06-Nov-15

Agreement to be made on
November 6, 2015

Info

30-Oct-15

Sir Nelson to submit delay notice

due to typhoon

2.0 Corporate
2.1.1

Notice to Proceed signed last week so programme has now commenced. Contract is to be signed soon and is
remesurable

2.2.1

Introduction of Sir Ulrich Dienstbach as the AVP for Operations (padcal) and he'll be working with Sir Nelson on the Padcal
project starting Nov 2.

3.0 Operations
3.1 Program Started Oct 14, 2015 and target end date Oct 1, 2016
3.1.2
Prepare detailed program Schedule and discuss with Sir Ulrich within the day
3.1.3
3.1.4
3.1.5

Structured drawings of the temporary facilities and others should be presented and discussed with Sir Ulrich
People would work 7 days a week even on holidays until project completed
Preparation and proper documentation flow chart for outlining of daily Accomplishment reports, detailed with person
involved, tasks, activities, hours and instructions of the client

3.1.6
3.1.7

Water Supply to Batch plant will be acquired from existing Pond- Check Temperature quality
Temporary Facilities: Drawings- Quality need to be further discussed and approved

3.1.7

Temporary Facilities: Drawings- Quality need to be further discussed and approved

3.1.8

Batch Plant: Foundation design; Customs already paid (Oct 21, 2015)

3.1.8

Sir Nelson and

Padcal Team
Sir Nelson and
Padcal Team
Info

This Week

on going

This Week

To be finalized this week

Info

30-Oct-15

Test sample on Oct 30

Sir Nelson and

Padcal Team

This Week

Finalize this week

Already in place

Sir Nelson and

Padcal Team

Temporary Work: PM propose mix on site with truck mixer; Check local supplier for concrete

Sir Nelson and

Padcal Team

Design completed and Silo

foundation awaiting for the
approval this week by design.

Sir Nelson and

Padcal Team

Use mixer trucks

4.0 People & Capability

4.1 Manpower and Recruitment
Sir Ulrich and Sir Nelson to review and assess qualifications of Staff placed and to be placed at the Site to prevent
4.1.2
incompatibility of Job functions. Need operators who are qualified asap. Staff for mobilisation must be recruited now

Sir Ulrich and Sir

Nelson

ongoing

Sir Nelson and HR

Team

ASAP

Already in place

4.1.3

Identify the role of the HR onsite and prepare a strategy of recruitment with the help of HR Head office

4.1.4

Hire an Accountant and a procurement officer onsite for the project

HR Team

ASAP

Sourcing on going, candidates

available for interview next week

4.1.5
4.1.6

Update and fill up the Manpower requirement needed each month

Hire Autocad operators for the project to start the drawings (Sequence marked up drawings)

HR Team
HR Team

ASAP
ASAP

Update on going
Already hired one Autocad
operator; continuous pooling

Sir Ramez

28-Oct-15

Sir Nelson & Sir

Ulrich

This Week

5.0 Plant/Assets
5.1.1
5.1.2
5.1.3

Capex and Mobilization equipment and Rental Rates to be discussed in a separate meeting with Sir Ben Martin
Sort out the Current rate of equipment rentals from Galeo and make sure that all are presented in writing
Finalize the needed equipment and send to Sir Ben Martin. Setup and finalise foundation design of batch plant. Need to
ensure we use bulk loader for cement, not tonner bags

Meeting will be on Oct 28 4:30 pm

Ongoing; Discuss with Bulk carrier

6.0 Commercial (Finance/Commercial/Procurement)

6.1 Finance
6.1.2

A separate bank account set up for Padcal to be used only by the project to ensure no more delays in payments for
materials and equipments

Prepare a Cash flow report/projection on Cash position with monthly expenses and revenues, less Down payment and
6.1.3
retention to job completion
6.1.4
Cost codes breakdown not yet agreed - Budget split
6.2 Commercial
6.2.2
Prepare a list of every permit needed with timeline, cost, person responsible and separately indicate San R permits from
Philex
6.2.3

Info
Sir Nelson

To be chased to Sir Ramez

23-Oct-15

Sir Nelson
Sir Nelson

Done
02-Nov-15

Sir Nelson with

Document
Controller

Document everything especially transmittals and communications with Clients and align with the contract; Prepare flow
chart of documents from whom and where to transmit indicating timeline of signing of documents and person involve
6.3 Procurement
Set up separate meeting with Procurement team to clarify issues on who would raise P.O's and the status. A procurement Nelson/Allan/Eddie
6.3.2
schedule to be developed and distributed weekly for updates. Need to talk with counterparts at philex by next week to
M
agree the purchasing arrangment of free issue materials, how the process works, the time taken and the way we bill
these through the progress claim and invoice.
6.3.3

Prepare a Procurement flow chart indicating person involve and timeline for signing of documents.

Sir Nelson with Sir

Allan

6.3.4

Fuel not to be purchased by san R, but rather to Philex account and instead source a much cheaper supplier (Total
Philippines Php 20 per liter)

Sir Allan, Sie Eddie

Done

When document controller is

onsite
before end of
october 2015

Meeting will be moved on

November 12, 2015

28-Oct-15

Draft issue Oct 28, 2015

To be discussed in the meeting
with Philex; waiting for the
schedule of the meeting

7.0 Any Other Business

7.1 Communication
7.1.2
Application of internet Connection to Smart
Sir Nelson should always be looped/ copied in any email or communication regarding Padcal
7.1.3
7.2 Develop a Division of Responsibilities

Sir Nelson

ASAP

Quotation to be given today (Oct

28)

Info

Next Meeting.. On ________________. At ________________.. Recurring invite to be sent.

29-Aug-2015

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