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<br /> <br />4. APPROAH / METHODOLOGY <br />West Architecture + Design, LLC <br />820 North 4th Street, Lantana, Florida 33462 <br />Phone: 561-588-2027 / Fax: 561-582-9419 <br />Architecture License: AR93859 / AA26001503 <br />www.west-arch.com <br />Weekly or biweekly project meetings <br />Meeting agendas and minutes <br />Action-item logs <br />Decision logs <br />Schedule updates <br />Cost reports <br />Permit-status reports <br />Construction progress reports <br />Change-order logs <br />Written notices of significant risks or required decisions <br /> <br />Urgent matters affecting safety, budget, schedule, permitting, or facility operations will be <br />communicated to the City’s project manager promptly rather than held until the next sched- <br />uled meeting. <br /> <br />4.14 COMPLAINT & ISSUE RESOLUTION <br /> <br />WAD will treat every complaint or concern as a project issue requiring documentation, evalu- <br />ation, communication, and closure. <br /> <br />The following procedure will be used: <br /> <br />1. Receive and document: The concern will be entered into the project issue log on the <br />same business day it is received. <br /> <br />2. Acknowledge: The complainant and the City’s project manager will receive confirmation <br />that the matter is being reviewed. <br /> <br />3. Evaluate: The WAD project manager will determine the nature, urgency, responsible dis- <br />cipline, and potential cost or schedule effect. <br /> <br />4. Notify the City: Matters involving safety, public impact, material cost, schedule, contrac- <br />tual responsibility, or facility operations will be brought promptly to the attention of the <br />City’s project manager. <br /> <br />5. Develop corrective action: WAD will coordinate with the appropriate team member and <br />present the recommended response. <br /> <br />6. Implement and monitor: Approved corrective action will be assigned, tracked, and moni- <br />tored. <br /> <br />7. Confirm resolution: WAD will verify the outcome with the City and document closure in <br />the issue log. <br /> <br />ISSUE - RESOLUTION WORKFLOW <br /> <br />Issue Received → Logged → Evaluated → City Notified → Corrective Action → Resolution Confirmed <br /> <br /> <br />Critical safety or operational complaints should bypass the ordinary sequence and be imme- <br />diately escalated to the City’s project manager. <br /> <br />66