Board Meeting no. (2/3/2024) on May 29, 2024

The Board of Directors held its meeting no. (2/3/2024) on Wednesday, May 29, 2024 at 5:00 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. 1/3/2024 Held on April 30, 2024 

The Board approved the minutes of the previous meeting, with the amendments suggested by the Secretary incorporated.

2. Tender for the Agricultural Maintenance Contract in Lagoon Estate and Oasis Estate 

The Association Manager presented his report regarding the tender for the agricultural maintenance contract in Lagoon Estate and Oasis Estate. He reported that the current service provider, Al Amin Gardens, had sent a notification letter on May 25, 2024, to terminate their services due to their inability to continue maintenance because of rising costs.

The Association Manager then presented the financial and technical evaluation results of the tender, noting that three companies were invited to bid:

1. Kingdom Landscape WLL 

2. Gulf Fencing & Specialist Surfacing WLL 

3. Bahrain International Golf Course Company

The Association Manager explained that Kingdom Landscape WLL's bid was excluded due to high costs and failure to pass the technical evaluation, as they refused to specify the number of workers they would provide daily.

The Association Manager provided his recommendation to the Board, as follows:

1. Approve Al Amin Gardens' request to terminate their current contract with the Association. 

2. Award the tender to Bahrain International Golf Course Company for two years, for the following reasons:

- Ensuring competition by having two companies handle maintenance.

- The company has over 30 years of experience in maintenance work at Riffa Views.

- The company has established a specialized division for agricultural maintenance, led by a highly experienced manager.

- They have access to both light and heavy equipment for agricultural maintenance.

- The company aims to strengthen its strategic relationship with the Association to ensure high-quality maintenance.

- They are knowledgeable about irrigation water issues, as they are responsible for the irrigation system, including the artificial lakes.

- The company currently manages major agricultural maintenance projects.

The Board approved the Association Manager's recommendation and tasked him with taking the necessary actions.

3. Renewal of the Association Manager's Contract for 2024-2026 

The Vice-Chairman informed the Board that he had reviewed performance evaluation reports of the Association Manager for 2022-2024, submitted by the previous Board members. He mentioned that the evaluation was "excellent." After discussion, the Board requested the Association Manager to submit a report detailing the tasks and achievements over the past two years, to be presented at the next Board meeting.

4. Association Manager's Monthly Report for April 2024 

The Board received a summary from the Association Manager regarding the key points of his monthly report for April 2024. After discussion, the Board tasked the Association Manager with the following:

- Study the possibility of dedicating entry gates for registering the entry and exit of service provider workers at Riffa Views.

- Investigate the possibility of eliminating the artificial lake in the shared garden L-11, behind units L-440 and L-441, due to the lack of water and the resulting odors and dirt, as well as its proximity to the units.

- Conduct a feasibility study on distributing the Association’s bank deposits across more than one bank.

- Transfer the funds collected from the sale of additional land to the Association’s bank account instead of keeping them in the account of RV Real Estate, as the Association’s manager.

5. Procedures for Collecting Financial Penalties for Violations of the Association's By-Laws 

The Association Manager briefed the Board on the procedures followed to impose financial penalties on units that violate the Association's By-Laws. He explained that these penalties are based on six main categories:

1. General violations

2. Common Areas Violations

3. Construction Violations

4. Vehicle and Traffic Violations

5. Pets Violations

6. Units Violations

Regarding the procedures adopted by the Association for imposing these penalties, the Association Manager confirmed that they are in line with Resolution No. (1) of 2020 issued by the Real Estate Regulatory Authority, as follows:

- The fine for a single violation does not exceed BHD 200.

- The fine is imposed after several notices are sent to the unit owner, providing them time to rectify the violation.

- If the violation is not corrected, an order to pay is issued to the unit owner, listing the violations and fines.

- An administrative fee of 10% of the total value of the violations is added.

- The penalties, along with the administrative fees, are added to the unit’s service charge invoice.

- The unit owner has the right to appeal the payment order within 60 days in the competent court.

- After the specified period expires, the Ministry of Justice's Enforcement Directorate will validate the payment order as an enforceable deed.

- The law firm will collect the due amounts on behalf of the Association.

After discussion, the Board decided the following:

- The Social and Cultural Committee, chaired by Board Secretary, will organize awareness campaigns for Riffa Views owners and residents to educate them about the rules and regulations in place and encourage compliance for the benefit of all parties.

- The Association Manager was tasked with sending payment orders to the units that received previous notices but did not correct the violations.

In this regard, the Association Manager informed the Board that he is coordinating with the Southern Municipality to deliver an awareness lecture for Riffa Views residents about the procedures and regulations related to additional construction requests.

6. Maintenance Request for Communal Garden L-10 in Lagoon Estate 

The Chairman reported receiving a complaint from a resident regarding the deteriorating maintenance of the communal garden L-10 in Lagoon Estate. After discussion, the Board tasked the Association Manager with the following:

1. Conduct urgent maintenance of the garden, which is one of the largest communal gardens in Riffa Views.

2. Respond to the resident with updates on the actions to be taken.

7. Orient Bahrain Insurance Offer for Association Insurance Services 

The Board reviewed the insurance proposal submitted by Orient Bahrain Insurance, which included several benefits. After discussion, the Board tasked the Association Manager with reviewing the proposal and providing feedback.

8. Any Other Business 

The following items were discussed under this agenda item:

1. Schedule for Regular Board Meetings: 

The Board reviewed the Association Manager’s request to change the regular meeting date from the last Wednesday of each month to Tuesday. After discussion, the Board approved the change.

2. Restructuring Subcommittees: 

The Board tasked the Association Manager with sending a circular to Riffa Views residents regarding the restructuring of subcommittee memberships.



The meeting ended at 6:50 p.m.