Owner · Architect · Contractor

AI Meeting Intelligence for OAC Meetings

Run disciplined, accountable OAC meetings without losing hours on documentation. MinuteMate automates agenda tracking, captures discussion topics, carries forward open items, and generates formal minutes backed by verifiable project memory.

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Proven across commercial projects, tenant improvements, healthcare builds, and multi-family developments.

The OAC Meeting Lifecycle

From agenda preparation to signed Procore minutes in one continuous flow.

Eliminate manual re-typing and disconnected spreadsheets between weekly progress meetings.

1. Agenda & Roll-Forward Auto-Generate Agenda Unresolved topics roll forward automatically from OAC #13

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2. Live OAC Session Real-Time Extraction Captures owner directives, architect answers & GC updates

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3. Project Memory Thread Reconciliation Connects discussions to RFI logs, submittals & PCOs

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4. Review & Sign-Off Formal Distribution Exports numbered PDF minutes & syncs to Procore

OAC Intelligence Modules

Everything an Owner, Architect, and Contractor need documented.

MinuteMate organizes discussions into standard OAC reporting categories.

Agenda & Discussion Topics

Dotted Numbering · Automatic Roll-Forward

Maintains continuous tracking across the entire meeting series. Unresolved items keep their original item number (e.g. Topic 4.02) from meeting to meeting until officially closed.

RFIs & Design Clarifications

Architect Ball-in-Court · Schedule Drivers

Identifies RFIs impacting active work packages, captures verbal design approvals, and records commitments on response turnaround times.

Submittal Logs & Lead Times

Submittal Packages · Procurement Milestones

Flags review bottlenecks, consultant review delays, and long-lead equipment lead times before they threaten critical-path jobsite milestones.

Change Items & Potential Changes (PCOs)

Budget Tracking · Scope Changes · Owner Directives

Captures verbal owner directives and potential cost impacts immediately. Provides objective contemporaneous proof of who requested scope changes and when.

Owner Decisions & Milestone Approvals

Finish Selections · Schedule Approvals · Budget Authorizations

Logs owner authorizations with exact timestamps and attendee attribution, giving general contractors and construction managers complete legal defensibility.

Two-Way Procore Meetings Sync

Native Integration · Zero Double Entry

Directly connects with the Procore Meetings tool, eliminating the need to copy-paste meeting notes into Procore manually.

Continuous Project History

How MinuteMate carries forward open items across 50+ OAC meetings.

In commercial construction, an issue is rarely resolved in a single meeting. It opens in OAC #12, gets delayed in OAC #13, receives a revised commitment in OAC #14, and closes in OAC #15.

Generic note takers treat each meeting as isolated text. MinuteMate maintains a persistent Project Memory so the history of every RFI, submittal, and decision is connected from groundbreaking to punch list.

Explore our free OAC Minutes Template →

Item_History_CarryForward.trace

TOPIC 3.01 · RFI 104 CARRY-FORWARD AUDIT

OAC #12 · Aug 28

Issue opened. Framing contractor requested clarification on duct opening.

OAC #13 · Sept 07

Carried forward. Architect committed to formal response by Sept 12.

OAC #14 · Sept 14

Response confirmed approved. Mechanical sub committed to verified cut sheet. Closed.

Transform your OAC meetings into structured project intelligence.

Save hours of administrative work, keep owners and architects accountable, and build an airtight project record.

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