Sounds like bad organization. You need a Project Manager. Someone that gathers business requirements and coordinates between developers, administrators, security and the client. All changes and enhancements go through the project manager. The developers are approached from and communicate with, chiefly, the Project Manager. Naturally there will be details that require some direct contact between the various parties, but things like change requests, deadlines and all of the coordination would be handled by the PM. Regular meetings are good too, and those that chronically fail to attend should be disciplined if the project suffers as a result.
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