Important OAC Meeting Details Developers Need To Know

Connect at:

Every development plan begins somewhere, and that is usually with a feasibility study and an abundance of due diligence to conclude the project is worth pursuing. Once confirmed, there is what seems like an endless list of planning to accomplish, and in new development that includes OAC meetings – Owner, Architect, Contractor.

“(Owner-Architect-Contractor) meetings are the most important component of any project,” Chris Bokstael, AIA, emphasized. “That means communicating with your consultants, whether it’s the architect, your engineer, your land use attorney or even the town.”

Bokstael, a partner with Svigals + Partners, emphasized that open communication greases the wheels no matter the size of the development. “Participants in OAC meetings”, he said, “ensure people feel like they are advocates for the project because people want to help out when they are informed.”

What is an OAC meeting?

OAC meetings begin with the kick-off of a project and continue until the punch list is signed as complete. They are meetings about funding, design, and building the project. Both Joshua Zinder of Joshua Zinder Architecture + Design and Bokstael emphasize it’s not a one-time gathering. The meetings keep all successes, milestones, and challenges on the table. With the high risk of real estate projects, OAC puts all the key players at the same table for efficiency.

“It should be on the front burner the morning a developer wakes up and believes he has a project,” said Joshua Zinder, managing director at Joshua Zinder Architecture + Design. “We review things like expectations.”

Alex Judge, director of investments for 615 Ventures, agrees. “The meetings eliminate surprises and miscommunications as much as possible. There are many moving parts in a construction project,” Judge says. “If the major stakeholders are not on the same page, this can lead to significant increases in costs, lots of surprises, inefficiency, mistakes, and missed deadlines.”

Who should attend OAC meetings?

For his clients, Zinder organizes the meetings, sends the invites and sets the agenda. He says, “By contract, the architect is the owner’s representative in the field.” Other architects may take a different approach, letting the owner/developer or general contractor lead.

At the table, an owner/developer should expect to see the architect, general contractor, and, at times, the land use attorney, subcontractors and occasionally representatives from the permitting agency—the city or county.

The project’s development stage evolves who attends the meetings, and what is on the agenda. Early in the project, it makes sense to bring in permitting agency representatives to understand community expectations. This helps eliminate stumbling blocks that might appear later if the city or county expectations are ignored.

Why OAC meeting preparation is the key

The preparation helps make the meetings successful, uncovers the challenges and explores missed milestones. Setting up an OAC meeting agenda template can help keep thing on track.

“Prepare and make sure the architect and contractor understand what you expect from the meeting,” said Judge. “Think about who needs to be present to be most effective. It’s often helpful to make sure you have the meeting at the job site.”

Sometimes, developers are challenged to let go of project micromanagement. Zinder says that the OAC meetings help guide everyone through the process together for better coordination.

“It’s a matter of building trust to collaborate with your consultants,” said Bokstael. “Why? Because a lot of times, they’ve gone through this process, or they know people you will need to connect with.”

Knowing the agenda ahead of the meeting is critical for all participants. Before entitlements, said Zinder, it’s a matter of the developer making goals clear. The architect and contractor can offer conceptual plans that accomplish the objectives within the developer’s budget constraints. This is the best way how to run OAC meetings

“The key consultants have experience with what it’s going to cost,” he said. “Right off the bat, they can tell you whether it’s feasible to build what’s wanted and the anticipated budget.”

How anticipating challenges makes the project flow

As the project moves from dream to reality, OAC meetings ensure the key players keep their fingers on the progress pulse. The owner watches cash flow and handles cost control. The architect watches that construction matches the design plans and known tenant requirements.  The general contractor monitors material flow, schedule, and work quality.

There are almost always glitches—material delivery delays, cost overruns, missed milestones— but with regular OAC meetings, the owner/developer avoids surprises. Scheduling the sessions regularly—Bokstael shoots for biweekly—often reveals problems before they occur.

The ongoing meetings also facilitate changes that occur during the construction process. If the building is to be pre-leased, tenant improvements can be incorporated during construction. At the OAC meetings, these can be discussed and formally integrated into the project.

“If there is a lease-up component, be sure to loop the team in on what type of user will be in certain spaces to make sure tenant-specific items can be addressed if needed,” Judge said. “Think big picture to make sure the project progress makes sense, but it’s also important to get very granular on these discussions.”

OAC meetings toward project completion

The final OAC meeting is also critically important as the project nears completion. The closeout meetings build, monitor, and sign off on the punch list.

“There’s more than just looking at the punch list,” says Zinder. “The contractor must also deliver manuals, documentation and maintenance requirements.”

An OAC meeting is the perfect forum to know that everyone is up to speed on the completed project, knows how to keep the building in good condition, and avoids unnecessary warranty claims or quality problems. 

The ongoing commitment to these meetings safeguards the project’s success and fosters lasting relationships among the stakeholders, setting the stage for future collaborations.

Connect at: