KKATT Consult

CNOOC UGANDA LIMITED KKATT Consult Limited

CONSULTANCY SERVICES FOR RESETTLEMENT HOUSES,

DESIGN REVIEW AND CONSTRUCTION SUPERVISION

MINUTES OF MEETING TO DISCUSS THE PROGRESS OF WORKS

AT BUHUKA

RECORD OF MEETING/DISCUSSION

Project Construction of Reettlement Houses in Buhuka

Name
Subject DISCUSSION OF THE STATUS OF PROGRESS OF THE PROJECT AND WHAT THE CLIENT
REQUIRES FROM THE CONTRACTOR.

Date 10th-11-2017 Time : 2:00pm

Prepared By Omar Hassan .

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Present CLIENT: CNOOC UGANDA SUPERVISION CONSULTANT: CONTRACTOR :NETWORK
LIMITED KKATT CONSULT CIVIL ENGINEERING
. CONTRACTORS LIMITED

Agenda 1. Introductions;
2. Site visit site 1 , site 2 , and campsite .
3. Presentation from the project Co-ordinator (CNOOC Uganda) Mr Moses Oteng
4. Communication from the CNOOC engineer Mr Andrew Otuba
5. Communication from CNOOC Engineer Mr Job Kahigwa
6. Communication From CNOOC Supervisor Mr Ronald Kaija
7. Communication From Contractors Quality controller Mr Hendick venter
8. Communication from the Contractors Site Engineer Mr Andrew Magambo.
9. Communication from the Consultants clerk of works Mr Omar Hassan
10. Responses and conclusion.
11. Attendance
12. Site pictures

Minute Discussion

Min Introductions
1.0 The project Manager asked the people present to introduce themselves of which everyone did.

Min Site visit for site 1, site 2 and campsite.

2.0 A site tour was held starting from site 1 and a few things were noticed which needed to be addressed
as soon as possible and the key issues addressed were as below.
Site 1
 The project manager noticed that the site was not hoarded and said there is need to do it
immediately because the excavations were too deep and posed a threat to community and
animals.
 The contractor was proposing for a trench to cater for flood rains to the right side of the land
where there is a natural trench and the proposed trench to be 5 meters just above the plot but
he was informed that the path through which he had wanted to direct the trench had stones
which looked like peoples graves and there needed to be a meeting with the authorities to
discuss about land acquisition
 The project manager inquired about the site offices, stores and where the contractor will be
storing the fuel, if they had a first aid box in the site offices and he was informed by the
contractor that offices are still under construction and the first aid box will be installed when
the site offices are completed and that the fuel is stored at the campsite where the Engineers
reside .
 The project manager noticed that the access road to site 1 was not done in the right way,
firstly when it rains it becomes impassable and secondly the CNOOC authorities responsible
for environmental management were not informed about its plan and requested the contractor
to submit a project plan for the access road which incorporates the best way to fix culverts
together with drawings showing how the culverts will be fixed, de-silting plan to prevent silt
from going to the lake .

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 Site 2 .

 The project manager noticed that site 2 was also not fenced off as site 1 and requested the
contractor to do hoarding as soon as possible since its close to a school and school kids were
playing into the deep excavations .
 Mr Andrew Otuba noticed that the Excavations were shearing-in and requested the contractor
to do timbering within the foundations to prevent the shearing of the soils.

Camp site
 At the camp site the main focus by CNOOC engineers was on hygiene for the workers and
they noticed the contractor was improving the toilet by building it nicely with showers and
incorporating water.
The engineers inquired if the toilet was lined and treated with disinfectant .
 CNOOC engineers inquired if the contractor had among his workers people from the vicinity
employed onto his labour force.
The contractor informed them that they had 2 workers from the local people as their casual
labourers.
 The project manager inquired from the contractor if he was hiring underage workers and who
may in this case be known as child labour of which he declined.
 Mr Ronald Kaija noticed that the camp site was close to a school and when the machines will
be working there would be kids attracted to the scene and hence one side would need to be
fenced off from kid’s sight.
 Mr Ronald Kaija requested the medical check-up of all workers to be submitted.

Min 3 Presentation by the project manager Mr Moses Oteng .

- The project Manager informed the meeting that they received a report that there are some issues
that had to be addressed that is :
- The status of the equipment inspection and how much equipment had been brought to
site and to what extent had it been inspected by the CNOOC team
- The status of the Site QHSE standards and to what extents has the contractor
complied.
- The accommodation details for the contractor
- Discussing a plan of action with the environment team from CNOOC.
- The Client had a meeting with the environment consultant and he is supposed to
come down to the site and do the screening to prepare a project brief.
- Two days ago the client received a QHSE management plan from his team and had
To be revised by the contractor to show the material sourcing together with certificates
of materials to show where they are sourced, Material storage ,fuel storage and skilled
management and what equipment the contractor was going to mobilise on site in
short term ,medium term and long term ,JNP management plan which shows
movement of labour from their accommodation , staff accommodation ,Erosion control
especially at the culvert crossing where there is a lot of cut and fill so a plan for
erosion control both to sites and access to the site ,Labour force management which
requires the contractor to follow CNOOC recruitment policy as the guide,
- The decommissioning plan that will show when and how the project will be
commissioned.
- The waste management plan that will show how will the contractor manage his waste.

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Min 4 Communication from Mr Andrew Otuba
- He requested the contractor to produce a project brief of which all materials will be got from
especially aggregates, sand and marrum and explained the difference between aproject brief and
a management plan .
A management plan extracts the practical bit and how it would be handled on site while as a
project brief is the over view and gives the details of everything and how they are .
- He talked about the hygiene and safety of workers on site and emphasized the signing of the work
permit book before any works would proceed
- He also talked about the tool box meetings which needed to be done on a daily basis by the
contractor to his workers.
- He asked about who prepares the daily report and required to have a copy of it on daily basis.
Min5 Communication from Mr Job Kahigwa.
- He emphasized the essence of the meeting and added that works like access roads and site
works needed permits from the responsible persons in CNOOC to first ascertain before the
contractor could proceed and also QHSE standards to be followed by the contractor .
- He requested the contractor to communicate all information to the head office about whatever he
needs so that it could be sorted out as soon as possible.
Min 6 Communication from Mr Ronald Kaija.
- Mr Kaija inquired from the contractor if the equipment’s on site had been inspected by the CNOOC
inspection team and he had known of only the grader which was inspected by Mr Patrick from
Kampala.
- He said to the contractor to inform them when he is in need of workers so that he comes on ground
to show him how they do it .
Min7 Communication from the contractors Quality Controller Mr. Hendrick venter .
- He said that he prepares the morning tool box with a set of 16 rules for the workers
- He also said that he has ordered for a site notice board of 1.5m x1.5m which will have safety signs
risk and safety analysis, and it will be available on site by next week
- He also talked about the equipment permits and said that he has assigned responsibility to the
operators to check every equipment before commencing works and writing down its condition
- He talked about the construction of the shower rooms that was underway and Hygiene being
considered as a priority.

Min8 Communication from the contractors Site engineer Mr Andrew Magambo

 Mr Andrew emphasized that the major thing was about hoarding and what he did was a
temporary fence of which he has ordered the materials, when they arrive he would do the
hoarding right away .
 He informed the meeting that some equipment’s had been inspected from kampala before they
were delivered to the site like the grader.
 He also informed the meeting that he had a communication from Mr Paul that the plan of
action will be submitted soon since they had not reached an agreement with the consultant
about the design review.
 He said that he lacked Hard copy drawings from the consultant.
 He also said that he has ordered for a mould for the manufacture of the 230mm blocks which
are required as per the bills of quantities and the drawings.
Min9 Communication from the consultant Mr Omar Hassan.
 He informed the meeting that he found the contractor when he had started excavations of
foundations already and issued out a few instructions to the contractor which have been
forwarded to the head offices and also informed that he is staying in Kyangwali and comes on
a daily basis from Monday to Friday.
 He also said that he had a discussion with the contractor to employ more people from the
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 locality.
 The consultant also said that the hard copy drawings will be availed to the contractor by next
week.
 The consultant also informed the meeting that manufacturing of blocks was stopped due to the
contractor manufacturing blocks which were smaller than the required size as regards to the
drawings and bills of quantities.
 He also said that since he is on site all the time, he is always available for any technical issues
regarding the construction.

Min Responses and Conclusion

10 The meeting was concluded by reading out the action points by the project manager .
 The access road needs be worked on immediately.
 The contractor requested the design for the culvert crossing and the de-silting plan to be
incorporated, responsibility was left to the consultant and he informed the meeting that by next
week his office will work on it.
 The finishing of the toilets for campsite and sites would be completed by next week end as
stressed out by the contractor’s quality controller .
 The project Manager requested the contractor to submit material sourcing and QHSE plan .
 Mr Kaija Requested the contractor to arrange site meetings on a scheduled date weekly and
monthly.
 The meeting was concluded by CNOON engineers informing every one that they will be
monitoring the project more often.

Min 11 . Attendance list

No Names Organisation Position

1 KKATT consult Clerk of works
Mr Omar Hassan
2 CNOOC Uganda limited Project manager
Mr Moses Oteng
3 CNOOC Uganda limited Supervisor
Mr Ronald Kaija
4 Mr Job Kahigwa CNOOC Uganda limited Engineer
5 Net work Civil engineering Site engineer
Mr Andrew Magambo
Contractors
6 Net work Civil engineering Foreman
Samuel Mutabazi
Contractors
7 Mr Andrew Otuba CNOOC Uganda limited CUL
8 Net work Civil engineering Quality Controller
Mr Hendrick Venter
Contractors

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 Signatories by people who attended

Min 12 . Site pictures .

Figure 1.CNOOC Engineers visiting site 1 Figure 2.site 2

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Figure 3CNOOC Engineers visiting the campsite Figure 4.CNOOC Engineers at the campsite

Figure 5.CNOOC Engineers at the access road Figure 6.SIte 1 proposed trench location looks like a grave yard

Figure 7.meeting held at Network engineers Camp Figure 8.Touring of the campsite by CNOOC Engineers