OAC Meetings Best Practices
Looking for insight into how other developers run their OAC meetings, what your general format is, and any tips on best practices to follow. Thanks!
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I’m a Lender, but I attend monthly OAC meetings (helps pre answer questions when I get full draw packages). Format is usually:
1) discuss property/issue updates
2) dive into budget/draw paperwork
3) site tour
I used to be in charge of setting up, creating/ managing minutes for, and basically the point of contact person for OAC meetings.
1. I created an organization chart of responsibilities and would add items in. Example:
A) Situation A- problem, who was going to solve it, expected resolution date, and keep a log of updates
B) Situation B- same format
2. I would go down the list of these and get updates each week. It was easy to point at what needed to get done by what time by assigning responsibility to one or two people (ex. Developer in charge of finance related items, GC in charge of anything construction, Architect in charge of redesigns, etc).
3. The last item for OACs were change orders, RFIs, and Submittals. I would make sure change orders were always addressed, even if redundantly so. I would then note all RFIs that are outstanding and then try to turn those into items on my responsibility log, then same with Submittals (either Developer didn't choose what tile is best, Architect dropped the ball, or GC hasn't submitted).
Then I'd ask for any outstanding questions or comments from others. I thought it was organized and pretty effective.
Happy to answer additional questions, I don't work in that space anymore though.
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