Board Meeting no. (2/2/2022) on April 20, 2022

The Board of Directors held its meeting no. (2/2/2022) on Wednesday, April 20, 2022 at 8:30 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. 1/2/2022 held on March 30, 2022:

The Board approved the minutes of the previous meeting.

2. The Association Manager's Monthly Report for March 2022:

The Board reviewed the Association Manager's report for March 2022. The Association Manager provided an overview of the key highlights, which are attached to the meeting documents. After discussion, the Board decided as follows:

- Update the KPIs for service providers in Riffa Views to align with the specific nature of the services each provider offers.

- Assign the Association Manager to prepare a report on the communal gardens in Riffa Views, including photos, the number of trees in each garden, and their areas, to be circulated to the Board of Directors for review no later than May 20, 2022.

- Assign the Association Manager to prepare a report on recurring complaints received from Association members and circulate it to the Board of Directors for review no later than May 20, 2022.

3. Master Transfer Agreement and Riffa Views Master Plan:

The Board discussed the Master Transfer Agreement and the Riffa Views Master Plan, which were approved at the Third General Assembly Meeting held on March 19, 2022. After discussion, the Board Treasurer was assigned to coordinate with the former Board Treasurer to finalize the agreement approved by the previous Board of Directors, in preparation for printing and signing by the concerned parties.

4. Reconstitution of the Board Sub-Committees:

The Board reviewed the list of sub-committees formed during the previous term. After discussion, the Board agreed to reconstitute these sub-committees as follows:

- Service Charges Sub-Committee, chaired by the Vice Chairman of the Board.

- Sub-Committee for the Development of Agricultural Areas, chaired by the Chairman of the Board.

- Sub-Committee for Organizing General Assembly Meetings, chaired by the Board Secretary.

- Projects and Infrastructure Sub-Committee, chaired by Mr. Khalid Rajab, Board Member.

- Social and Cultural Sub-Committee, chaired by the Board Secretary.

The Board emphasized the importance of these committees fulfilling their duties, holding regular meetings, and addressing the topics listed, with all Board members being notified if they wish to attend any committee activities.

5. Installation of Temporary Toilets in Common Areas for Service Workers:

The Board reviewed the Association Manager's report regarding the installation of 12 temporary toilets in various common areas for service contractors' workers. After discussion, the Board stressed the need to maintain the aesthetic appearance of common areas, ensure the cleanliness and upkeep of these toilets, and adhere to safety and security protocols. The Association Manager was also tasked with presenting a proposal for the placement of permanent toilets in the main gardens in each of the three areas: the Park, Lagoon, and Oasis.

6. Defining the Strategic Objectives of the Board of Directors:

Mr. Mohammed Al Shaikh, the Vice Chairman, emphasized the need to develop and define strategic objectives for the Board of Directors during its current term. After discussion, Board members were tasked with presenting their views on these objectives and circulating them for further discussion at a later meeting.

7. Defining the Values of the Board's Collective Work Behaviors:

Mr. Mohammed Al Shaikh also highlighted the importance of agreeing on the values that will guide the Board's collective work behaviors, which will help achieve the Board's objectives and effectively carry out its duties. After discussion, Board members were assigned to present their ideas on these values and circulate them for further discussion at a later meeting.

The Association Manager mentioned that there is a code of conduct issued by the Real Estate Regulatory Authority (RERA) for real estate professionals and developers, which the Board of Directors could benefit from. This code will be circulated to the Board later.

8. Defining the Responsibilities and Tasks of Board Members:

The Board discussed the tasks and responsibilities of its members. The Association Manager noted that the By-Laws of the Riffa Views Owners Association outline the tasks and responsibilities of the Board of Directors, in addition to the powers granted by law. These By-Laws are derived from Resolution No. (1) of 2020 issued by the Real Estate Regulatory Agency. After discussion, the Association Manager was assigned to circulate the "amended" By-Laws to the Board members.

9. Discussing Ways of Cooperation with the Royal Golf Club:

The Board emphasized the need to establish a mechanism for cooperation with the Royal Golf Club and define the responsibilities of each party through a joint cooperation agreement. After discussion, the Association Manager was tasked with arranging a joint meeting between the Board of Directors and the Club's management to discuss this matter.

10. New Business:

Under this item, the Board discussed the following topics:

1. Setting Dates for Sending Agendas, Meeting Minutes, and Monthly Reports:

The Board agreed on the following schedule:

- Agendas for Board meetings to be sent no later than 3 days before the meeting date.

- Minutes of Board meetings to be sent no later than 3 days after the meeting.

- The Association Manager's monthly report to be sent no later than the 14th of each month.

2. Maintenance Contract for Gardens and Agricultural Areas:

The Board heard a brief explanation from the Association Manager regarding the need to increase the number of agricultural workers under the current contract to address a shortage due to the inauguration of new communal gardens and the expansion of agricultural areas in various locations. The Association Manager proposed contracting with "Gulf Fencing & Specialist Surfacing" to provide 20 agricultural workers for maintaining the agricultural areas in the Park estate, while maintaining the current contract with "Kingdom Landscape" for work in the Lagoon and Oasis only.

The Board emphasized the importance of maintaining the agricultural areas and the 40 communal gardens in Riffa Views, as these green spaces are a key feature of the community. After discussion, the Board approved this proposal, with the new company to be contracted until December 2022. The Association Manager was instructed to draft the contract and circulate it to the Board members for review.

The meeting ended at 10:55 pm.