Board Meeting no. (15/2021) on September 12, 2021

The Board of Directors held its meeting no. (15) for the year 2021 on Sunday, September 12, 2021 at 5:15 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. (14) held on August 1, 2021:

The Board reviewed the minutes and decided to approve it.

2. Feedback from Homeowners

The Board reviewed the notes and concerns received from the owners and made the following decisions:

Regarding the letter received from a member of the Association dated September 2, 2021, which raised concerns about the calculation of service charges for additional construction carried out prior to the last General Assembly meeting, the Board decided to delegate the task of examining the legality of the request made by the unit owner to the Board Vice-Chairman.

Regarding the letter received from a member of the Association dated September 9, 2021, in relation to the calculation of service charges for additional construction conducted before the last General Assembly meeting, the Board made the decision to assign the Board Vice-Chairman to examine the legal aspects of the request put forth by the unit owner.

Regarding the complaint lodged by a resident of Riffa Views concerning the unauthorized entry of security staff into the unit and ongoing construction works, the Board reached the following decisions:

- Tasking the Association Manager with drafting a written response to the Board of Directors. This response should include detailed information regarding the incident of the security staff entering the unit without the owner's consent, as well as the steps taken in response to the incident.

- Assigning the Association Manager to prepare a report for the Board, outlining the actions taken with regards to the construction works conducted within the unit. The report should also address the compliance of these works with the existing rules and regulations of the Association.

- Entrusting the Board Secretary with the responsibility of monitoring the progress of the above-mentioned tasks and ensuring their timely completion.

Regarding the concerns raised by multiple owners regarding the malfunctioning magnetic sticker reader at Oasis Gate, the Board made the decision to assign the Association Manager the task of promptly resolving this issue.

During discussion, the Board also deliberated on the project for the enhancement and expansion of the entrance gates at Riffa Views. The Association Manager provided an update, stating that quotations for the development of the Lagoon Gate have been received. These quotations will be reviewed and presented to the Board for consideration. Additionally, the Association Manager mentioned that the engineering drawings for the development of Oasis Gate and Park Gate are nearing completion, and any further updates will be communicated to the Board of Directors accordingly.

Regarding the project of installing new signboards throughout the streets and roads of Riffa Views, the Association Manager provided an update stating that the project has commenced and is expected to be completed by the end of this month. The Board made the decision to assign the Association Manager the task of creating a map that highlights the locations of the signboards. This map will be circulated among the Board members.

Ms. Reem Akbari emphasized the importance of demarcating the streets of Riffa Views with ground markings and speed limit signs to regulate the flow of traffic within the neighborhoods. The Association Manager confirmed that this will be carried out once the process of removing the sidewalks and aligning them with the sides of the streets is completed.

3. Riffa Views Master Plan (MP) and Master Transfer Agreement (MTA)

The Board deliberated on the proposal put forth by the Riffa Views Steering Committee, which encompasses the feedback provided by the Committee and the Developer concerning the Riffa Views Master Plan (MP) and the Master Transfer Agreement (MTA). The Association Manager provided an update, stating that the Committee and the Developer have completed their review of the MP and MTA.

The Board Vice-Chairman and the Board Treasurer reported that they have noted some observations regarding the proposal from the Committee. It was suggested that this matter be resubmitted at the next General Assembly meeting in order to seek the approval of the General Assembly to amend certain clauses of the agreement.

After discussion, the Board decided the following:

- Assigning the Board Treasurer to respond to the email received from the Chairman of the Riffa Views Steering Committee dated July 27, 2021, and informing him of the need to obtain the approval of the General Assembly for the amendments received from the Committee.

- Assigning the Association Manager to contact the Committee and the Developer to clarify this matter.

4. Follow-up on the implementation of the General Assembly decisions held on April 24, 2021

The Board decided to postpone the discussion of this item to the next meeting.

5. Request for Proposal (RFP) for the Association Manager services

The Board examined the progress made regarding the preparation of the Request for Proposal (RFP) for the Association Manager services. 

The Board Treasurer provided an update, stating that the RFP is expected to be completed by the end of this month. The Board members will be duly informed about the finalization of the RFP and any further developments.

6. The Association Manager monthly report for the month of July 2021

The Board reviewed the Association Manager's monthly report for July 2021. The report was sent via email on August 30, 2021. The Board assigned the Board Treasurer to review and distribute the report to the Board members.

7. Association Manager's Report on Collecting Service Charges for late payment units

The Board examined the report presented by the Association Manager concerning the collection of service charges for units with late payments. The Association Manager provided information stating that as of August 8, 2021, payment orders had been issued for 82 units. The total amount of service charges for these units was BD 248,082.414. Of this amount, BD 63,875 had been collected, representing 25% of the total outstanding arrears.

Following the discussion, the Board made the decision to assign the Association Manager with the following tasks:

- Sending final notices to the units that have been included in the list of payment orders before proceeding with the submission of applications to the enforcement court.

- Presenting requests from owners who have applied for installment plans for their service charge arrears to the Board for individual consideration and appropriate decision-making for each unit.

8. Preparations for the 2021 Third General Assembly Meeting

In light of the upcoming third General Assembly meeting of the Association, scheduled to take place at the end of this year (2021), which includes the election of board members, he Board decided to convene the sub-committee responsible for organizing the General Assembly, led by the Board Secretary, to meet as soon as possible. 

The sub-committee is tasked with providing the Board with a comprehensive report that includes the following:

1- A proposed date for the General Assembly.

2- A proposed budget for the expenses associated with organizing the General Assembly.

3- A draft agenda for the General Assembly, along with any relevant attached documents.

4- Draft notifications to owners, inviting them to attend the General Assembly.

5- A proposed plan for conducting the meeting, considering both virtual and physical formats.

6- The Board's annual report for the period of 2020-2021.

The Board also decided to task the Association Manager to prepare a report that includes the procedures to be followed to convene the General Assembly meeting according to the decisions and circulars issued by RERA, and to send the report to the sub-committee.

9. Other Businesses

The Board reviewed the proposal put forth by the Association Manager to distribute productive agricultural seedlings to the residents of Riffa Views to coincide with the commencement of the planting season in September and October. Following discussion, the Board approved the proposal and assigned the Association Manager with the responsibility of executing the plan.

The meeting ended at 8:00 pm.