Board Meeting no. (19/2020) on September 13, 2020

The Board of Directors held its meeting No. (19) for the year 2020 on Sunday, 13 September 2020 at 5:30 pm at the Riffa Views headquarters, and issued the following decisions: 

1- Approval of the meeting minutes No. (18), that was held on August 16, 2020

Meeting minutes have been approved.

2- Decisions and Subjects follow-up table

The Board reviewed the decisions and subjects follow-up table, and decided on the following:

• The Board assigned the Association Manager to amend the Manual of Authorities in the Riffa Views Owners Association to comply with the provisions of Resolution (1) of 2020 issued by the Real Estate Regulatory Authority (RERA), and circulating it to the Board of Directors within a week.

• The Board assigned the Association Manager to send a circular to residents wishing to join the membership of the Subcommittee for the Development of Agricultural Areas, which will operate accordance to a work mechanism that includes attending meetings, field visits and preparing proposals for the development of agricultural areas and communal gardens in Riffa Views.

3- Homeowners’ Comments and complaints

The Board reviewed an owner's note regarding garbage containers in the communal gardens. The Association Manager was assigned to coordinate with the cleaning and waste collection service provider to install enough containers in all communal gardens in Riffa Views.

4- Association Manger progress report of August 2020

The Board reviewed the August 2020 progress report presented by the Association Manager and decided the following; 

• Assigning the Board Treasurer to review the monthly report and discuss it with the Association Manager prior to providing the Board with a brief report.

• Assigning the Association Manager to circulate the monthly report to all members of the Board no later than the second week of each calendar month. 

• Assigning the Association Manager to articulate written responses to homeowners requestion an exemption from paying the annual service charge and informing them that the Board of Directors in not competent to consider these requests. 

5- The Developer’s response to Charles Russell Speechlys’ comments on the Master Transfer Agreement

The Board reviewed the response of Trowers & Hamlins, the legal representative of Riffa Views the Developer, regarding the comments received from Charles Russell Speechlys concerning the Master Transfer Agreement, and after discussion, the Board decided to assign both the Treasurer and Board member Mr. Akram Al Haj to meet with representatives from Charles Russell Speechlys and provide the Board with the final draft of the Master Transfer Agreement.

6- Board Member Reem Akbari’s report on reviewing the procedures for architectural changes and landscaping

The Board reviewed the report prepared by Board member Mrs. Reem Akbari regarding reviewing the procedures for architectural changes and landscaping, along with the report’s recommendations. After discussion, the Board decided to assign the Association Manager to coordinate with Mrs. Reem Akbari in amending the recommendations and re-presenting them in the Board for approval.

7- Discussion of the monthly payment procedures for service providers in Riffa Views

The Board reviewed the Association Manager presentation the currently followed procedures for monthly payments to service providers in Riffa Views. After a discussion, the Board decided to assign the Association Manager to coordinate with the Board Treasurer to approve the disbursement from the Association’s bank accounts commencing from 2021.

8- Draft letter to the Supreme Council for Environment regarding oil drops in Riffa Views

The Board reviewed the proposed draft letter to the Supreme Council for Environment regarding oil drops in Riffa Views and assigned the Association Manager to adopt the discussed amendments and send the letter. 

9- Approving the manner of displaying board meetings on the Association’s website

The Board reviewed the draft of the board’s meeting minutes (to be published on the Association’s website) and assigned the Association Manager to adopt the discussed amendments. 

10- Further Work 

• The Board discussed the mechanism of calculating the value added tax to the annual service charge; and assigned the Association Manager to coordinate with the Board Treasurer to approve the VAT addition to service charge commencing from 2021 and circulating a notice to all homeowners in this regard. 

• The Board reviewed the Board chairman’s proposal to change the date of the scheduled periodic meetings of the Board of Directors. The Board decided to conduct a monthly meeting for the Board of Directors; on the Sunday of the third week of each calendar month.

The meeting concluded at 8:20 pm, and the next meeting was scheduled to take place on Sunday 18 October 2020 at the Riffa Views headquarters.