Board Meeting no. (22/2020) on November 8, 2020

The Board of Directors held its meeting No. (22) for the year 2020 on Sunday, November 8, 2020 at 5:30 pm at the Riffa Views headquarters, and issued the following decisions:

1- Approval of the meeting minutes No. (21), that was held on October 25, 2020

Meeting minutes have been approved.

2- Decisions and Subjects Follow-up Table 

The Board discussed the items included in the decisions and subjects follow-up table, and decided, with regard to the item “Manual of Authorities for RVOA” to approve the Manual and instruct Association Manager to circulate the Manual to the members of the Board of Directors.

3- Comments and complaints received from homeowners

The Board reviewed an electronic query letter received from a homeowner on November 4, 2020 and assigned the Board Secretary to respond to the enquiries. 

4- The Board’s report on revising the Master Transfer Agreement: 

The Chairman of the Subcommittee to Review the Master Transfer Agreement, presented the board with a report on a meeting held on November 2, 2020, that brought together representatives from the Association’s Board of Directors, the Association Manager, the legal representative of the Association and the Developer. The Board assigned Trowers & Hamlins to send the final draft of the Master Transfer Agreement after considering all the comments and amendments received during this meeting.

After discussion, the Board decided to assign the Board Vice Chairman to coordinate with the Association Manager to expedite the completion of the preparation of the final draft of the agreement and present it to the Board of Directors at a future meeting.

5- The Board’s report on revising the Riffa Views Master Plan: 

The Board reviewed the common areas in Riffa Views and decided on the following: 

• Approval of the division of lands and areas within the Riffa Views Master Plan, according to the field survey work carried out by Geodata Engineering Consultants.

• Approval of the inclusion of an item in the next General Assembly meeting under the title "Board of Directors Report on revision of the Riffa Views Master Plan".

• Assigning the Board Secretary to prepare the final report regarding the revision of the Riffa Views Master Plan, which will be presented to the General Assembly for a vote, provided that it includes the detailed tables for all areas in Riffa Views.

• Assigning the Subcommittee to review the Master Transfer Agreement to include the divisions of lands and areas located within the Riffa Views Master Plan in the Master Transfer Agreement.

6- The Board’s report on revising the service contracts to be transferred according to the Master Transfer Agreement

After discussion, the Board decided the following: 

• Approval of the transfer of the service contracts set forth below under the Master Transfer Agreement, which are; the Sewage treatment agreement concluded in 2016 with the Bahrain Petroleum Company (Bapco), the Infrastructure maintenance agreement concluded in 2018 with Innova for Energy and Services Management, and the Service charge collection agreement concluded In 2018 with Riffa Palms.

• - Inclusion of an item in the next General Assembly meeting under the title "Board of Directors' report on reviewing service provider’s contracts to be transferred under the Master Transfer Agreement."

• - Assigning the Board Secretary to prepare the final report of the Board of Directors regarding reviewing the service provider’s contracts to be transferred under the Master Transfer Agreement, which will be presented to the General Assembly for a vote.

7- The Board’s report on amendments to the Article of Association as per previsions of Resolution (1) of 2020

The Board of Directors reviewed Resolution (1) of 2020 regarding the organization of Owners' Association in the joint properties issued by the Real Estate Regulatory Authority (RERA) on May 7, 2020, and the initial draft of the new Article of Association. The Board also reviewed the opinion of Board Vice Chairman regarding the draft amendments to the Article of Association; which stated that the amendments comply with the provisions of Resolution (1) of 2020.

After discussion, the Board decided the following: 

• Approval of the new Article of Association draft. 

• Assigning the Association Manager to translate the draft into the English language while considering the template provided by the Real Estate Regulatory Authority (RERA).

• Assigning the Board Secretary to circulate the Article of Association draft to all members of the Association in both languages, Arabic and English, and note their comments and feedback. 

• Assigning the Board Vice Chairman to review the comments and feedback received from members of the Association and providing the Board with a report. 

• Inclusion of an item in the next General Assembly meeting agenda under the title "Approval of amendments to the Article of Association in accordance with the provisions of Resolution (1) of 2020."

8- The Association Manager’s report on the Association’s Financial Statement for the year 2020 and the Association’s Budget for the year 2021:

The Board postponed this item’s discussion and assigned the Association Manager the following: 

• Preparing the initial draft of the Association's financial statements for the year 2020 and the budget for the year 2021 and submitting them to the Board of Directors at the next meeting.

• Separation of expenses related to service provider’s contracts from other expenses.

9- The Association’s Manager’s report on proposal of calculating service charge on additional built up area: 

The Board postponed this item’s discussion to the next meeting. 

10- Report on the work of the Subcommittee for organizing the 2nd General Assembly meeting: 

The Board reviewed the report presented by the Subcommittee for organizing the 2nd General Assembly meeting

11- Report on the work of the Subcommittee for developing agricultural areas in Riffa Views: 

The Board reviewed the report of the work of the Subcommittee for the Development of Agricultural Areas in Riffa Views, headed by a member of the Board of Directors, Eng. Reem Akbari. After discussion, the Board decided to instruct the Committee to submit its revised report to the Board of Directors at the next meeting.

12- Circular to owners regarding Value Added Tax (VAT):

The Board reviewed the draft circular to owners regarding Value Added Tax (VAT), and after discussion, the Board decided the following:

• Assigning the Association Manager to issue revised invoices for the current year 2020, by November 30, 2020, and send them to all owners.

• Assigning the Board Secretary to send a circular to all homeowners regarding the value added tax.

13- Draft Request for Proposal for an RFP for a Tender for a Facilities Management and Maintenance Services Providers at Riffa Views:

The Board reviewed the RFP, and after discussion decided the following:

• Assigning the Association Manager to renew the current contract with Enova for a period of 3 months commencing on the expiry date of the current contract. 

• Assigning the Board Treasurer to review the draft and submit their comments to the Board in the next meeting. 

• Assigning the Association Manager to list the companies that will be invited to enter this tender. 

14- List of homeowners who failed to pay the service charge: 

The Board reviewed the list of homeowners who failed to pay the service charge since the beginning of the year 2020, and who have also failed to fulfil their obligations before the year 2020; and there are 32 unit owners in Riffa Views. After the discussion, the Board decided the following:

• Assigning the Board Secretary to send final notices to the homeowners who have failed to pay the service charge.

• Assigning the Association Manager to send payment orders to non-responding homeowners, taking into account the provisions contained in Resolution (1) of 2020 organizing owners Association in joint properties issued by the Real Estate Regulatory Authority (RERA).

The meeting concluded at 7:00 pm.