Board Meeting no. (3/2/2023) on April 30, 2023

The Board of Directors held its meeting no. (3/2/2023) on Sunday, April 30, 2023 at 6:30 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. 2/2/2023 held on February 21, 2023

The Board approved the minutes of the previous meeting.

2. Monthly Report of the Association Manager for March 2023

The Board reviewed the monthly report of the Association Manager for March 2023 and made the following observations:

- Regarding the Association’s events, the Board praised the list of events held during 2022 and 2023, emphasizing the need to continue these events to achieve the Board’s objectives and meet the expectations of the Association members.

- Regarding the overdue service charges (annual subscriptions), the Board tasked the Association Manager with sending a circular to the members, outlining the actions taken regarding payment orders and urging members to adhere to the payment deadlines.

3. Master Transfer Agreement

The Board reviewed the final draft of the Master Transfer Agreement, which included:

- Opening a bank escrow account for the revenues collected from the sale of additional strips after signing the agreement, no later than the end of 2023.

- Increasing the number of units benefiting from the additional strips to maximize public benefit, without hindering the development and improvement of common areas, gardens, and green spaces.

After discussion, the Board decided the following:

- Task the Association Manager with printing the agreement and initiating the signing procedures with the relevant parties.

- Task the Secretary with adding an item to the agenda of the next General Assembly meeting, including a copy of the agreement and a report highlighting the key points and procedures outlined in the agreement.

4. Solar Power Plant Construction Tender

The Board reviewed the observations from the expert consultant who was requested by the Board to provide an opinion on the bids submitted by companies participating in the solar power plant construction tender. The Vice Chairman reported that the expert had reviewed all the bids and concluded that they all meet the standard technical criteria, and recommended selecting the bid based on the consumption tariff and the amount of savings over the contract period.

The Board then reviewed the technical and financial report prepared by the Association Manager for this tender.

After discussion, the Board decided the following:

- Approve the awarding of the solar power plant construction tender to Sunergy Solar WLL, which ranked first in the technical and financial evaluation and submitted the best bid among the participating companies, according to the following specifications:

- Contract duration: 25 years.

- Fixed consumption tariff: 19 fils per kilowatt-hour.

- Reduction compared to the current consumption tariff (29 fils): 34.5%.

- Total savings: approximately BD 655,098.

- Maximum production capacity: 1,118.88 kWp.

- First-year savings: 1,403 tons.

- Expected project completion period: 6 to 8 months.

- Solar energy production guarantee: 90%.

- Task the Association Manager with preparing the tender award letter to the company and taking the necessary steps to sign the contract and provide the requirements needed for the company to start implementing the project.

5. Date for the General Assembly Meeting of the Riffa Views Owners Association

The Board reviewed a briefing from the Association Manager regarding the ongoing preparations for the 2023 General Assembly meeting. After discussion, the Board decided to complete all necessary preparations while postponing the scheduling of the General Assembly meeting until the issuance of the new certificate for the Board members from the Real Estate Regulatory Authority (RERA).

6. Opening of the New Park in the Gardens District P-10

The Board reviewed a briefing from the Association Manager regarding the works included in the new park in the Gardens District P-10. After discussion, the Board decided to task the Association Manager with setting the opening date for the park by the end of October 2023 and taking the necessary steps to prepare for the opening ceremony.

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

The Board emphasized the need to develop an action plan to implement the strategic objectives of the Board, particularly the objectives related to seeking diverse revenue streams for the Association and creating a cohesive, harmonious, and loving community through various activities and events, involving property owners in this role.

After discussion, the Board decided to form focus groups consisting of several Association members to develop an action plan to implement these objectives. The Vice Chairman was tasked with overseeing these groups in coordination with the Association Manager, involving interested Association members in these groups, with the goal of completing the action plan by the end of 2023.

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

The Board reviewed the latest updates on the items listed in the follow-up table on the implementation of Board decisions. After discussion, the Board decided to task the Association Manager with studying the feasibility of installing LED electronic screens at the entrances or exits of the main gates in Riffa Views to display all notifications, updates, and messages issued to Association members.

9. Other Business

Under this item, the Board discussed the following topics:

1. Violations Related to Driving Golf Carts

The Association Manager reported an increase in violations related to children under 18 years old driving golf carts. After discussion, the Board decided to send a letter to the General Directorate of Traffic regarding this matter.

2. Use of Common Areas in Front of Units

The Association Manager reported receiving requests from several Association members seeking permission to cultivate and landscape the common areas in front of their units. After discussion, the Board decided to allow Association members to use these areas in accordance with specific conditions and standards, requiring members to regularly maintain these areas and sign an agreement to that effect. The Association Manager was tasked with sending a circular on this matter.

3. Playing Sports and Games on Sidewalks Near Streets

The Association Manager reported an increase in complaints from several Association members regarding children playing sports and games on sidewalks near streets. After discussion, the Board emphasized the dangers posed to children due to the proximity of these sidewalks to the streets. The Board tasked the Association Manager with sending a circular to members, encouraging them to supervise their children and prevent them from playing sports and games on these sidewalks, and to direct them to use the communal gardens for such activities.

4. Notifications via the Association's WhatsApp Group

The Association Manager was tasked with sending reminder notifications to all Association members to join the Association's WhatsApp group to ensure they stay informed about the latest updates and notifications issued by the Association.

The meeting ended at 8:30 pm