Project Meetings

The following is a description of the purpose, deliverables, and attendees for project meetings.

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Project Feasibility

Project kickoff meeting with regulators

  • Meeting Preparation – Agenda Required
    • Confirm Authority Having Jurisdiction (AHJ)
    • Demonstrate Land Ownership
    • Infrastructure Ownership/Condition
    • Change in Use/Occupancy
    • Outside Agency Involvement
    • Other Environmental Permitting Agencies
  • Post Meeting/Deliverables
    • Meeting Minutes and Final Feasibility Report provided by Planning, Space, and Real Estate
    • Building Code Department Role is Known and Confirmation as the AHJ
  • Bluebeam All Call Stakeholder Session
    • No Bluebeam
  • Party Responsible for Scheduling
    • Planning, Space, and Real Estate
  • Required Attendees
    • Capital Project Management
    • Planners/ Planning, Space, and Real Estate (Leader)
    • Engineers
    • Building Code Department Leadership
    • Building Code Department Plan Reviewers

Pre-Design Meeting

Near the end of pre-design but prior to finalizing

  • Meeting Preparation – Agenda Required
    • Prepare Meeting Agenda and Following Documents:
      • Scope/Schedule/Budget (Valuation)
      • Preliminary Code Analysis
      • Site Plan (fire department apparatus roads and hydrants)
      • Preliminary Floor Plans/Cross Section
    • Architect or Engineer of Record prepared to discuss/review the following:
      • Applicable Codes
      • Existing Record Drawings (if applicable)
      • Jurisdictional Authority
      • Outside Agency involvement: Minnesota Department of Health, Minnesota Department of Labor and Industry, High Pressure Steam, Elevators, Modular/Prefab Building and Structures
      • Alternative Design, Materials or Methods
      • Operational licenses and/or permits
      • Utilities (Private or Public)
  • Post Meeting/Deliverables
    • Meeting minutes provided by the Architect or Engineer of Record
  • Bluebeam All Call Stakeholder Session
    • Building Code Department invited but not expected to comment
  • Party Responsible for Scheduling
    • Capital Project Management
  • Required Attendees
    • Capital Project Management
    • Planners/ Planning, Space, and Real Estate (Leader)
    • Architect (Leader)
    • Building Code Department Leadership
    • Building Code Department Plan Reviewers
    • Building Code Department Fire Marshals

Schematic Design 1st Meeting

Beginning of Schematic Design

  • Meeting Preparation – Agenda Required
    • Prepare Meeting Agenda and Following Documents:
      • Scope: clear description of nature of work: New, Addition, Renovation)
      • Project Schedule
      • Preliminary Code Analysis (state applicable main governing code: IBC or MCCEB path)
      • Site Plan
      • Survey (if necessary)
      • Floor Plans/Cross Section
    • Architect or Engineer of Record
      • Previous pre-design decisions
      • SAC/Industrial SAC
      • Anticipated Project Phasing / Phased Occupancy
      • Energy Code Pathway and related requirements (Commissioning, Testing and Verification)
      • Permitting Submittal Documents
      • Chemical Inventory (MAQs, Control Areas, storage, ventilation)
      • Outside Agency involvement: Minnesota Department of Health, Minnesota Department of Labor and Industry, High Pressure Steam, Elevators, Modular/Prefab Building and Structures
      • Alternative Design, Materials or Methods
      • Special Provisions / Chapter 4
      • Special Inspections
      • Special Project Requests
  • Post Meeting/Deliverables
    • Meeting minutes provided by the Architect/Engineer of Record
  • Bluebeam All Call Stakeholder Session
    • Not Applicable 
  • Party Responsible for Scheduling
    • Capital Project Management
  • Required Attendees
    • Capital Project Management
    • Planners/ Planning, Space, and Real Estate (Leader)
    • Architect (Leader)
    • Building Code Department Plan Reviewers
    • Building Code Department Fire Marshals

Schematic Design 2nd Meeting

End of Schematic Design (95% Complete)

  • Meeting Preparation – Agenda Required
    • Prepare Meeting Agenda & Following Documents:
      • Updated Code Analysis
    • Architect or Engineer of Record is prepared to discuss/review the following:
      • Any changes to the project scope
      • Documents reflect regulatory requirements
  • Post Meeting/Deliverables
    • Meeting minutes provided by the Architect/Engineer of Record
  • Bluebeam All Call Stakeholder Session
    • Building Code Department invited -not expected to comment
  • Party Responsible for Scheduling
    • Capital Project Management
  • Required Attendees
    • Capital Project Management
    • Architect (Leader)
    • Building Code Department Leadership
    • Building Code Department Plan Reviewers

Design Development 1st Meeting

If Needed beginning of Design Development – Consult with Building Code Department Leadership

  • Meeting Preparation – Agenda Required
    • Prepare Meeting Agenda and Following Documents:
      • Project review of existing documents and confirmation documents reflect regulatory requirements
  • Post Meeting/Deliverables
    • Meeting minutes provided by the Architect/Engineer of Record 
  • Bluebeam All Call Stakeholder Session
    • Not Applicable
  • Party Responsible for Scheduling
    • Capital Project Management
  • Required Attendees
    • Capital Project Management
    • Architect (Leader)
    • Engineers
    • Building Code Department Leadership
    • Building Code Department Plan Reviewers

Design Development 2nd Meeting

End of Design Development (95% Complete)

  • Meeting Preparation – Agenda Required
    • Prepare Meeting Agenda and the following documents:
      • Finalize Scope
      • Finalize Code Analysis
    • Finalize Energy Code Design Compliance Pathway
      • Owner selected Verifications and Testing Provide and Commissioning Agent if required (Energy Code Commissioning Roles and Responsibilities understood)
    • Finalize phasing documents
    • Finalize SAC documentation
    • Specific project and code questions directed to specific Building Code Department Staff /Trade Discipline
    • Architect or Engineer of Record is prepared to discuss/review the following:
      • Project scope/overview with all Building Code Department staff
      • Conduct a page turn of prepared documents
      • Confirmation documents reflect regulatory requirements
      • Equipment (Listings and certifications)
    • B Occupancy Laboratories (containing hazardous materials):
      • Design to IBC Table 414.2.2 or 414.2.6 Minnesota Amendment for Control Areas
      • Hazardous Material Inventory Statement (HMIS): Chemical Types and MAQs anticipated per Control Area(s) design/formatted to IBC Table 307.1.(1) and 307.1.(2)
      • Identify Control Area(s) and Boundaries
      • State Mechanical Ventilation and Hazardous Exhaust rates for process and types of chemicals

NOTE: Expectation is all plans (including MEP and civil plans) have been completed prior to this meeting

  • Post Meeting/Deliverables
    • Meeting minutes provided by the Architect/Engineer of Record
    • SAC documentation ready for BCD cursory review and pending Metropolitan Council Environmental Services (MCES) submission
    • Alternative Design, Materials and Methods (ADMM) are ready for BCD review and pending approval to be incorporated with CD drawings
  • Bluebeam All Call Stakeholder Session
    • Building Code Department invited -not expected to comment
  • Party Responsible for Scheduling
    • Capital Project Management
  • Required Attendees
    • Capital Project Management
    • Architect (Leader)
    • Engineers
    • Building Code Department Leadership
    • Building Code Department Plan Reviewers
    • Building Code Department Trade Inspectors
    • Building Code Department Fire Marshals

Construction Documents

End of Construction Documents (95% complete)

  • Meeting Preparation – Agenda Required
    • Prepare meeting Agenda and following documents
      • Completed set of construction “Permit Construction Documents”
      • Architect or Engineer of Record is prepared to discuss/review the following: Deferred permit submittals (site staging/logistics, contractors budget/GM, Etc.) 
  • Post Meeting/Deliverables
    • Meeting minutes provided by the Architect/Engineer of Record
    • Special Inspection and Testing Forms are enroute for signatures and BCD final approval
    • Energy Design has been completed and includes the following:
      • Function Performance Testing (FTP)
      • Energy Prescriptive/Performance Pathway Compliance documentation (COMcheck, Budget Cost Analysis)
  • Bluebeam All Call Stakeholder Session
    • Building Code Department invited -not expected to comment
  • Party Responsible for Scheduling
    • Capital Project Management
  • Required Attendees
    • Capital Project Management
    • Architect (Leader)
    • Engineers
    • Building Code Department Leadership
    • Building Code Department Plan Reviewers
    • Building Code Department Trade Inspectors
    • Building Code Department Fire Marshals

Informal Discussions

Architect or Engineer of Record Team or BCD to meet as necessary

  • Meeting Preparation – Agenda Required
    • Concept Discussion
  • Bluebeam All Call Stakeholder Session
    • Not applicable
  • Party Responsible for Scheduling
    • Informal

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