Board Meeting no. (2/2/2023) on February 21, 2023

The Board of Directors held its meeting no. (2/2/2023) on Tuesday, February 21, 2023 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. 1/2/2023 held on January 10, 2023

The Board approved the minutes of the previous meeting.

2. Monthly Report of the Association Manager for January 2023

The Board reviewed the monthly report of the Association Manager for January 2023. During the discussion, the following was decided:

- Regarding service provider contracts, the Board emphasized the need for prior preparation for re-tendering the main services provided to the Association, with the aim of obtaining the best services at competitive prices to reduce the cost of these contracts without compromising the quality of the services. The Board requested that the Association Manager send the expiration dates of the periodic contracts for the service providers.

- Regarding the CCTV installation project, the Association Manager indicated that the first phase of installing surveillance cameras has been completed and that work is ongoing to complete the second phase of the project, including the construction works required to install 30 cameras. The Board proposed conducting a test of the cameras’ vehicle monitoring capabilities and tasked the Association Manager with coordinating this in the presence of any interested Board members.

3. Follow-Up Table on the Implementation of Board Decisions

The Board reviewed the follow-up table on the implementation of Board decisions and made the following decisions:

- Regarding the Master Transfer Agreement and the Riffa Views Master Plan, the Association Manager indicated that the agreement is ready for signing, pending the completion of official procedures by the Riffa Views Project Steering Committee. This will allow Riffa Views (the developer) to sign the agreement with the Association. The Association Manager also noted ongoing coordination with the relevant government authorities to approve the Riffa Views Master Plan, including additional lands and modifications to several units to align with the existing construction. The Board will be updated on any developments in this regard.

- Regarding the fourth General Assembly meeting of the Association, the Board decided to propose April 1, 2023, as the date for the meeting and requested the members’ opinions on this matter.

4. Proposed Upcoming Events for the Association

The Board reviewed the Association Manager’s report on the proposed schedule of upcoming events for the Association. After discussion, the Board approved the following events with the proposed dates, with regular reviews to confirm their occurrence and ensure they do not conflict with other activities and events:

- Family Agricultural Day at Riffa Views: Saturday, February 25, 2023

- Lecture on Ramadan by Dr. Ruqayyah Al-Alwani: Tuesday, March 14, 2023

- Chess Competition for Riffa Views Residents: Saturday, March 11, 2023

- Conclusion of the Picnic Day Activities in Cooperation with Riffa Views International School: Saturday, March 18, 2023

- Garangao (Night of the 15th of Ramadan) Celebration: Wednesday, April 5, 2023

- Riffa Views Ghabga: Saturday, April 8, 2023

- Joint Event (1) with Bahrain Garden Club: Saturday, May 20, 2023

- Joint Event (2) with Bahrain Garden Club: Saturday, May 27, 2023

- Hayya Biyah Celebration (9th of Dhul Hijjah): Tuesday, June 27, 2023

5. Action Plan for Implementing the Strategic Objectives of the Board

The Board discussed the strategic objectives for the Board’s second term, which were approved during Board Meeting No. 7/2/2022 held on September 20, 2022. After discussion, the Board decided to add a sixth objective: "Creating a cohesive, harmonious, and loving community through various activities and events and involving property owners in this role."

The Board also emphasized the need to establish an action plan to implement these objectives, ensuring their completion during the current Board term. The Vice Chairman was tasked with coordinating with the Association Manager to follow up on the implementation of this plan.

6. Other Business

Under this item, the Board discussed the following topics:

1. Street Lighting Poles in Riffa Views

The Board discussed the need to finalize the selection of the required type of LED lamp for the street lighting poles to begin replacing the current lighting with new ones, starting with the poles that are not functioning or need maintenance. The Association Manager was tasked with coordinating with the infrastructure maintenance service provider in Riffa Views to implement this.

2. Association Budget for 2023

The Board decided to hold a meeting, open to any interested Board members, with the Association Manager to conduct a detailed review of the Association’s budget for 2023, which was approved at the previous meeting. This review aims to finalize all budget items before presenting them to the General Assembly at the next meeting. The Association Manager was tasked with coordinating this meeting.

3. Solar Power Plant Construction Tender

The Board reviewed the technical and financial report on the solar power plant construction tender, prepared by the Association Manager, which includes an evaluation of all bids submitted by the participating companies. After discussion, the Board decided to involve an expert to assess the tender and tasked the Vice Chairman with coordinating with the Association Manager on this matter and providing an update at the next meeting.

4. Tender for the Infrastructure Needs Assessment at Riffa Views for the Next Five Years

The Board reviewed the technical and financial report on the tender for the infrastructure needs assessment at Riffa Views for the next five years, prepared by the Association Manager. During the discussion, the Board reviewed the evaluation results as follows:

- SJM Company: Submitted a financial bid of BD 32,001 (excluding VAT) and received 27.3% in the technical evaluation and 8.7% in the financial evaluation, with a total score of 35.9%.

- Gemac Company: Submitted a financial bid of BD 6,940 (excluding VAT) and received 58.7% in the technical evaluation and 40% in the financial evaluation, with a total score of 98.7%.

- Tashreeq Company: Submitted a financial bid of BD 70,912 (excluding VAT) and received 47.4% in the technical evaluation and 4.3% in the financial evaluation, with a total score of 51.7%.

After discussion, the Board decided to award the tender to Gemac Company, which submitted the best technical and financial bid.

5. Proposed Ramadan Decorations

The Board reviewed the Association Manager’s proposal to decorate the entrances and mosques of Riffa Views. After discussion, the Board tasked the Association Manager with approving the placement of Ramadan greetings and decorating the three mosques in Riffa Views.

The Board also reviewed samples of Ramadan gifts for Riffa Views residents. After discussion, the Board decided to contract with Arabisc Chocolate to prepare 900 boxes for distribution to residents before the start of Ramadan.

The meeting ended at 7:40 pm