Board Meeting no. (13/2020) on June 16, 2020

The Board of Directors held its meeting no. (13) for the year 2020 on Tuesday, June 16, 2020 at 5:30 pm at the headquarters of the Riffa Views Company, and issued its decisions according to the items below:

1- Decisions and subjects follow-up table

The Board reviewed the follow-up table of previous decisions and decided the following:

• Adopting evaluation forms for the services provided in Riffa Views, through the (Google Forms) application, provided that a shall be designed for each separate service.
• To re-review and redevelop existing forms for homeowners’ requests for landscaping and architectural changes.
• Amending the powers handbook of Riffa Views Owners Association, to comply with the provisions of Resolution (1) of 2020 issued by RERA.

2- Technical and financial report on the tender for maintenance of landscaping and agricultural areas

The Board reviewed the technical and financial report prepared by the Association Manager regarding the tender for the maintenance of landscaping and agricultural areas in Riffa Views, and after the discussion, the Board decided to exclude the offers from unqualified companies that did not meet the required technical and financial specifications. Also, the Board decided to address the two qualified companies to provide details about the mechanism that was followed to determine the number of workers in their submitted bids, provided that the responses are obtained in no later than the 21st of June 2020.

3- Update on reviewing the Master Transfer Agreement

The Board heard the request of Charles Russell Speechlys' office to have an extended deadline to submit the initial review of the agreement, due to the current conditions and procedures followed to reduce the risks of the Corona virus (Covid-19), and followed by the issuance of a new resolution by RERA canceling the work in the previous resolution. After discussion, the Board decided the following:

• Assigning the Board Member Mr. Akram Hage, to coordinate with CRS office to set a deadline for submitting the final review of the Agreement.
• To include recommendations regarding approval of the Riffa Views Master Plan in the Master Transfer Agreement.

4- Report on updates on owners abstaining and late in paying Annual Subscriptions (Service Charge)

The Board reviewed the periodic report showing the status of payment of the Annual Subscriptions (Service Charge) from homeowners abstaining and late in payment, which was prepared by the sub-committee to follow up the status of the Annual Subscriptions being paid chaired by the Secretary and under the membership of both the Treasurer and the Association Manager. After the discussion, the Board agreed to continue accepting service charge payments on a monthly basis for willing homeowners, with approval to accept the receipt of post-dated cheques, and to require the Association Manager to follow up on the status of paying such deferred payments.

5- Calculation of Annual Subscriptions (Service charge) for additional built-up construction

The Board decided to postpone discussion of this clause until meeting with each homeowner in order to hear the offer submitted by them regarding their proposals for calculating the service charge for additional built-up construction, and the Board assigned the Treasurer to coordinate the meeting with the Board as soon as possible.

6- Transferring the service charge balance from the RVRE and the Foundation account to the Association’s account

The Board reviewed the procedures followed to transfer the remaining balances from the RVRE and Foundation account to the Association’s account, and the Board decided to assign the Association Manager in coordination with the Treasurer to complete the required procedures as soon as possible.

7- Actions implemented to close the Foundation account

The Board reviewed the measures taken to close the Foundation account, and the Board assigned both the Treasurer and the Association Manager to complete the required procedures as soon as possible.

8- Initiating the adoption of disbursement from the RVOA account from the beginning of July 2020

The Board reviewed the notes received from the Association Manager and the Treasurer regarding approval of the disbursement from the RVOA account, and after discussion, the Board approved the disbursement from the RVOA account starting from the beginning of July 2020.

9- Adopting a mechanism for approving requests for landscaping and architectural changes

The Board listened to an explanation from the Association Manager regarding the mechanism used to approve homeowners’ requests regarding landscaping and architectural changes. After the discussion, the Board decided to assign the Board member Mrs. Reem Akbari in coordination with the Association Manager to find a proposed new mechanism to approve these requests through which the approval of the Board is obtained

10- View performance reports of security, cleaning, garbage collection and pest control services providers

The Board reviewed performance reports of security, cleaning, garbage collection and pest control service providers. After discussion, the Board decided to assign the Association Manager to contact the cleaning and garbage collection services providers to set a deadline for the completion of placing recycling containers in all areas of Riffa Views.

11- Gas odors and oil leaks in Riffa Views

The Board discussed the issue of gas odors and oil leaks in Riffa Views, which a number of homeowners complained about, and after discussion the Board decided to assign the Association Manager to coordinate with both the Supreme Council for Environment and Tatweer Company to discuss the extent of commitment to take the necessary measures and precautions stipulated in local environmental laws and legislations, taking into account the directives issued by the Board of Ministers during the month of June 2019 in relation to the compliance to security and safety requirements in all industrial projects in the Kingdom of Bahrain.

12- Approving the form (order to pay) of service charge for homeowners who abstained from paying

The Board reviewed the form prepared for (order to pay) regarding the collection of Annual Subscriptions (Service Charge) for homeowners who are late in payment, and after discussion the Board decided to approve the adoption of the form (order to pay)

The meeting ended at 7:30 pm, and it was decided that the next meeting will be scheduled at a later time.