Board Meeting no. (1/2/2024) on January 10, 2024

The Board of Directors held its meeting no. (1/2/2024) on Wednesday , January 10, 2024 at 5:30 pm at the headquarters of the Riffa Views Company, and issued its decisions according to the items below:

1. Approval of the Minutes of Meeting No. 11/2/2023 held on November 29, 2023

The Board reviewed and approved the minutes of the previous meeting.

2. Riffa Views Owners Association Budget for 2024

The Board reviewed the preliminary budget for the Association for 2024 and listened to an explanation from the Association Manager, who highlighted the budget items and the expenses allocated for them. The Board referred to the decision of the Fourth General Assembly meeting held on August 19, 2023, which set the annual subscription (Service Charge) at 3.5 Bahraini Dinars per built-up square meter and emphasized that this year’s budget should align with the set Service Charge without any increase.

After discussion, the Board approved the preliminary budget for 2024, which amounted to 1,480,235 Bahraini Dinars, representing a 5% increase over the 2023 budget. This increase is due to a 16% increase in the Association's contribution to the reserve fund and a 12% increase in the Association’s general expenses.

The Board decided to maintain the annual subscription (Service Charge) for 2024 at 3.500 Bahraini Dinars per built-up square meter.

The Board also approved a 5% discount on the Service Charge for unit owners who wish to pay their annual fees in advance, provided that the payment is made no later than February 15, 2024.

After discussion, the Board tasked the Association Manager with the following:

- Including the approval of the 2024 budget as an agenda item in the next General Assembly meeting for discussion and approval.

- Sending a circular to the owners informing them that the Board has reviewed and approved the Association’s budget and the annual Service Charge for 2024.

- Issuing the first-quarter Service Charge (annual subscription) invoices for 2024 to all units in Riffa Views.

- Sending a circular to the owners to inform them of the Board’s approval of the 5% discount on the Service Charge for those who pay their annual fees in advance by February 15, 2024.

3. Appointment of a Landscape Maintenance Service Provider for Oasis Estate and Lagoon Estate

The Board reviewed the report from the Association Manager regarding the appointment of a landscape maintenance service provider for Oasis Estate and Lagoon Estate, following the decision by KP to terminate their services in Riffa Views due to rising operational costs and inability to provide the required service.

The Association Manager’s report highlighted three offers received from the following companies: GFSS, Al Amin Gardens, and Ali Ebrahim Khudhar.

The report also emphasized the importance of establishing an internal team for managing and maintaining the landscape to ensure work quality and continuity while also potentially generating income from unit maintenance and managing the nursery. The recommendation was to implement this proposal alongside appointing a new service provider to replace KP.

During the discussion, the Board recommended not contracting with the same service provider for Park Estate, GFSS, to avoid monopoly and encourage competition. The Board decided to appoint Al Amin Gardens to maintain the landscape in Lagoon Estate and Oasis Estate, as the company agreed to the following:

1. Provide 16 workers for unit maintenance contracts and share profits with the Association, ensuring that this workforce is entirely separate from the 45 workers required for common area maintenance.

2. Manage an investment nursery and provide the Association with 5,000 free trees while sharing profits.

3. Expressed readiness to establish a dedicated agricultural company for Riffa Views to maintain landscape areas in the future.

The Board tasked the Association Manager with preparing the contract, including the necessary terms, starting from February 2024 for two years.

4. Renewal of Cleaning and Waste Collection Contract with Urbaser Bahrain

The Board reviewed the Association Manager’s report on a letter from the cleaning and waste collection service provider, Urbaser Bahrain, dated January 7, 2024, in which the company expressed its desire to renew the contract with the Association for three years starting from January 1, 2024, without any increase in cost.

After discussion and reviewing the outstanding performance reports of Urbaser Bahrain, the Board decided to renew the contract and tasked the Association Manager with preparing the contracts for signing.

5. Memorandum of Cooperation between the Association and Alpha Fire Services

The Board reviewed a letter from Alpha Fire Services expressing their interest in signing a memorandum of understanding with the Association to provide fire protection equipment to units in Riffa Views at discounted prices. After discussion, the Board approved entering into this memorandum and tasked the Association Manager with informing the residents accordingly.

6. General Assembly Meeting and Board Elections for 2024-2026

The Board reviewed the Association Manager’s report on the ongoing preparations for the General Assembly meeting and the Board elections for the third term (2024-2026). The Board tasked the Association Manager with coordinating with the General Assembly Sub-Committee to complete all necessary arrangements to facilitate the General Assembly meeting and the upcoming Board elections.

7. Board of Directors Remunerations for the First Half of the Second Term (2022-2024)

The Board reviewed the attendance and participation report of the Riffa Views Owners Association Board members in the regular Board meetings for the first half of the second term (2022-2024) from March 19, 2023, to September 18, 2023.

Based on the Riffa Views Owners Association’s By-Laws, the Board approved the payment of Board of Directors Remunerations for the first half of the second term (2022-2024), amounting to 625 Bahraini Dinars for each Board member.

8. Inventory of Plants in Riffa Views Units as part of the National Afforestation Strategy

The Board reviewed the Association Manager’s periodic report on the completion of landscaping in the common garden in Park Estate P-04, which includes 52 trees and 473 shrubs. The Association Manager indicated that these reports are being sent to the Southern Municipality. The Board also discussed the Association Manager’s proposal to inventory the plants in Riffa Views units in line with Bahrain’s National Afforestation Strategy and approved sending a circular to residents regarding this matter.

9. Defining Riffa Views' Specific Building Requirements and Specifications with the Urban Planning and Development Authority

The Board emphasized the need to define and officially register Riffa Views’ specific building requirements and specifications with the Urban Planning and Development Authority to be included in the building requirements available in the Southern Municipality records. After discussion, the Board tasked the Association Manager with defining these requirements and presenting them to the Board in an upcoming meeting for approval.

10. Other Business

Under this item, the Board discussed the following topics:

1. Enabling Payment of Financial Dues via Credit Cards:

The Board discussed the need to provide residents with payment options via credit cards, and the Association Manager was tasked with presenting his views on this matter after obtaining the necessary quotations from service providers, ensuring the lowest possible interest rate.

2. Collaboration with Riffa Views International School:

The Board discussed the potential use of Riffa Views International School’s facilities for the benefit of the residents. The Association Manager was tasked with preparing a proposal after meeting with the school officials to ensure that this proposal aligns with the Association’s objectives of providing service facilities that residents can benefit from, particularly as the school has several facilities that meet these goals, such as outdoor sports fields, a swimming pool, and parking areas.

The meeting ended at 7:15 pm