Board Meeting no. (1/2021) on January 17, 2021

The Board of Directors held its meeting no. (1) for the year 2021 on Sunday, January 17, 2021 at 5:30 pm at the headquarters of the Riffa Views Company, and issued its decisions according to the items below:

1- Meeting minutes approval for meeting No. (26) held on December 27, 2020:

The Board reviewed the minutes and decided to approve it.

2- Follow up on previous decisions and topics:

The Board reviewed the schedule for following up on decisions and instructed all members to monitor the topics and complete them as soon as possible.

3- Comments and complaints received from homeowners

The Board discussed the comments received from the Association members, and decided on the following:

- Comment received from one of the homeowners on December 30, 2020 regarding the proposal to establish a multi-use sports building in the Lagoon estate: The Board decided to approve this proposal, and the Association Manager was assigned to prepare a proposal to the Board.

- Comment received from one of the homeowners on December 30, 2020 regarding the agricultural maintenance work in the common area near her unit: The Board decided to assign the Association Manager to coordinate with the agricultural services provider to verify this.

- Comment received from one of the homeowners on December 30, 2020 regarding trimming trees on the Oasis Walkway near Gate (1), the Association Manager reported that this comment has been implemented.

- Comment received from one of the homeowners on January 3, 2021 regarding the construction work he is carrying out in his unit: The Association Manager stated that the construction work and entry permits granted to the owner had been revoked due to his committing several violations, and the Board decided to assign the Board Secretary to communicate with the homeowner and verify these violations, enforcing the Association’s regulations and procedures. 

- Comment received from one of the homeowners on January 4, 2021 regarding the use of the outdoor playgrounds of Riffa Views International School during late evening hours: The Board Secretary stated that this issue has been resolved.

- Comment received from one of the homeowners on January 7, 2021 regarding the placement of reflective mirrors and speed bumps at sharp intersections in a number of Riffa Views streets: The Association Manager was assigned to implement this proposal.

- Comment received from one of the homeowners on January 9, 2021 regarding improving the common garden near his unit: The Association Manager stated that this proposal is on the agenda and will be implemented as soon as the plans are approved.

- Comment received from one of the homeowners on January 10, 2021 regarding the spread of oil stains in Riffa Views: The Board discussed this comment and decided to assign the Association Manager to prepare a draft message to circulate to the Association members with an explanation of the actions taken by the Board, and to prepare a response to the owner in this regard.

- Comment received from one of the homeowners on January 12, 2021 regarding improvement proposal for one of the communal gardens: The Association Manager was assigned to implement the submitted proposals and respond to the owner in this regard.

4- Approval of the final draft of the Master Transfer Agreement (MTA):

The Board discussed the final comments submitted by the legal representative of the Association “Charles Russell Speechlys”. The Board Vice Chairman stated that these comments constitute the final amendments required to be included in the terms of the agreement. After discussion, the Board decided the following:

- Resolution (1/1/2021): Approval of the final draft of the MTA and its translated version into Arabic, with the introduction of the final amendments submitted by the MTA subcommittee.

- Resolution (1/2/2021): Approval of including an item in the next meeting of the General Assembly under the title “Board of Directors’ Report on the Master Transport Agreement.”

5- Approval of the Board of Directors’ reports for the next General Assembly:

The Board reviewed its reports regarding the Master Transfer Agreement, the Riffa Views Master Plan, and service provider contracts, which are the reports that will be discussed and the recommendations contained therein will be voted on during the next General Assembly Meeting, after Discussion The Board decided the following:

- Resolution (3/1/2021): Approval of the final version of the Board of Directors’ reports regarding the MTA, the Riffa Views Master Plan, and service provider contracts.

- Assigning the Association Manager to translate the reports and include them in the documents of the next General Assembly meeting.

6- The Association Manager report of the month of December 2020:

The Board reviewed the Association Manager report regarding the work completed in December 2020, and the Board decided to assign the Board Treasurer to discuss the report with the Association Manager and provide the Board with any comments during the next meeting.

7- The Association Manager report on the Association’s financial statements for the year 2020 and the budget for the year 2021:

The Association Manager reviewed the Association’s proposed budget for the year 2021, and after discussion, the Board decided the following:

Assigning the Board Treasurer to review the proposed budget for the year 2021, send his comments to the Board members and the Association Manager, and re-discuss this item at the next meeting.

- Resolution (4/1/2021): Calculating service charge (Annual Subscriptions) for Association members who own land units, starting from the Association’s budget in the year 2023.

- Assigning the Association Manager to send a circular to all homeowners of land units that are not currently subject to service charge (Annual Subscriptions) and inform them of the above.

- Assigning the Association Manager to coordinate with the Board Treasurer to draft a proposal for the method of calculating the service charge for these land units.

8- Association Manager report on the Association administrative and financial measures:

The Board reviewed the Association Manager report regarding the administrative and financial measures of the Association. After discussion, the Board decided to assign its members to send their comments to the Association Manager and to re-present this item for discussion at the next meeting.

9- Report of the subcommittee organizing the General Assembly Meeting:

The Board Secretary reviewed the latest notices regarding the procedures and requirements issued by the National Team to Combat Coronavirus (Covid-19) and the relevant official authorities, the most recent of which is the circular issued by the Bahrain Tourism and Exhibitions Authority on January 11, 2021 prohibiting the holding of gatherings and conferences in both closed and open facilities until a further notice.

The Board also reviewed the draft circular prepared by the Association Manager to be sent to the Association members regarding the actions taken by the Board in connection with holding the Association’s General Assembly meeting. After discussion, the Board decided the following:

Assigning the Association Manager to prepare a letter to the Real Estate Regulatory Authority (RERA) that includes a proposal to hold the General Assembly Meeting virtually, and circulate the draft of the letter to the Board members for their revision.

- Assigning the Association Manager to send the circular to the Association members.

10- Approval of the Board remuneration for the second half of the year 2020:

The Board discussed the approved procedures for disbursing the Board remuneration, according to the RVOA By-Laws. The Board also reviewed the attendance report at the periodic meetings held during the second half of the year 2020, which accumulated to 12 meetings.

Accordingly, the Board decided the following:

- Resolution (5/1/2021): Approval of disbursing the Board remuneration for the second half of the year 2020.

11- Other Business:

The Board discussed the following items:

1- Transferring ownership of electricity and water meters for the common areas to the Association’s account:

The Board reviewed the list of electricity and water meters for the common areas, and after discussion, the Board decided the following:

- Resolution (6/1/2021): Approval of transferring electricity and water meters to be under the Riffa Views Owners Association.

- Assigning the Association Manager to implement the procedures that must be followed in this regard.

2- Work carried out by the agricultural maintenance service provider:

The Board discussed the work and tasks carried out by the agricultural maintenance service provider in Riffa Views, “Kingdom Projects”. The Board also reviewed the construction work carried out by KP for the Developer regarding the implementation of construction work on unfinished gardens in Riffa Views.

In this regard, the Board members conveyed a number of complaints that negatively affect the overall performance of the service provider, and after discussion, the Board decided the following:

- Assigning the Association Manager to send copies of the work plans and monthly reports sent by KP to the Board members.

- Assigning the Association Manager to schedule a meeting between the Board and officials from KP to present their plans, work, and achievements.

3- Works carried out by the security service provider:

The Board discussed the work and tasks carried out by the security services provider in Riffa Views “Security Solutions”, and in this regard, the Board members expressed a number of complaints that were monitored during the recent period and which negatively affect the overall performance of the security service provider. After discussion, the Board decided to assign the Association Manager to schedule a meeting between the Board and the security service provider to present the plans, work, and achievements. 

4- Board of Directors’ achievements report for the year 2020:

The Board discussed the necessity of preparing a report that includes the achievements completed by the Board during its first year 2020, and the Association Manager was assigned to prepare this report and present it to the Board at the next meeting, provided that the report includes the projects that have been completed, the projects under process, and future projects that will be implemented in 2021.

5- Involving Association members and residents in reporting observations and complaints:

The Board stressed the need to involve Association members and residents of Riffa Views in reporting all observations that are monitored within Riffa Views, within the framework of social responsibility in which everyone participates, especially when a number of unknown people wrote on a number of walls and properties belonging to the common areas of Riffa Views. The Association Manager was assigned to prepare a circular to be sent to all residents.

The meeting ended at 8:00 pm.