Terms of appointment/ note taking

Question 1

What does ‘Terms of appointment’ mean

Answer 1

The agreed terms between the client and member or firm (relates to any project appointment including CA)

Question 2

What terms of the agreement should be clear and agreed between the surveyor and the client

Answer 2

• confirm the terms and conditions of appointment in writing
• details of the service to be provided
  -Confirm the basis of the fees to be charged for agreed services
• identify a complaints handling procedure

Question 3

What exact details of the appointment should be agreed with the employer from the outset

Answer 3

• clear explanation of the scope of services to be provided
• a clear indication of what services will not be provided within the appointment
• Information about how the appointment may be terminated by either party
• A dispute resolution procedure (which will be mandatory when an employer is a business)
  -A CA should be aware that the scope of the service is likely to change during the life of a building contractworks and those changes should be confirmed in writting

Question 4

When on site, what notes should be taken

Answer 4

-date
-time
-weather
-contractors on site
-works progress/quality
- materials used and specification
-progress against programme and drawings and specification
-instructions/actions given particularly if verbal
- defects or damages
- H&S
- Materials being used, quality and specification

Question 5

What records should be kept in the office

Answer 5

• Photos filed with location and date
• Records/note of any telephone conversations - usually via email follow up and acknowledgment
• Instructions
• Drawings
• Contract, Scope of service, Terms of Agreement
• ## Progress against programme and specification

Question 6

What records of costs/contract sum need to be recorded and the client to be kept abreast of

Answer 6

• Running and final contract sum adjustments
• Preliminaries
• Outstanding and unspent contingency
• Adds/Omits
• Employer variations (adds/omits)
• anticipated variations
• loss and expense
• Prolongation costs

Question 7

What is included in a meeting agenda (pre start)

Answer 7

• Introductions (responsibilities and contract details)
• emergency contacts

General matters:
- on site access/egress and emergency procedure
- Party wall issues(if any)
- Enabling works i.e.Asbestos R&D, scaffold, opening up
- Working hours
- Site arrangement/welfare
- Identity of sub contractors
- Insurance obligations of employer and contractor

Question 8

What is included in a meeting agenda (pre start)

Answer 8

Statutory Matters:
- CDM2015 and construction phase plan
BRPD - building regulation application
- fire precaution and means of escape
- Consent i.e. planning, building regs, listed building
- waste management, noise restrictions, protection of fauna and flora - arboricultural

Question 9

What is included in a meeting agenda (pre start)

Answer 9

Programme timing:
-Initial programme
- Timing of future meetings and valuations