Board Meeting no. (4/2021) on February 28, 2021

The Board of Directors held its meeting no. (4) for the year 2021 on Sunday, February 28, 2021 at 6:00 pm at the headquarters of the Riffa Views Company, and issued its decisions according to the items below:

1. Meeting minutes approval for meeting No. (3) of 2021 held on February 17, 2021:

The Board reviewed the minutes and decided to approve it.

2- Follow up on previous decisions and topics:

The Board deliberated on the items listed in the schedule for monitoring decisions and topics, and urged all Board members to diligently follow up on these matters.

3- Comments and complaints received from homeowners:

The Board reviewed the proposals and complaints submitted by the owners and made the following decisions:

- Regarding the note received on February 17, 2021, from one of the owners regarding various inquiries: The Board decided to assign the Board Secretary to respond to the owner. The response should include a request for the owner to settle the outstanding service charge arrears for his unit dating back to 2013. Additionally, the Board Secretary should attach a copy of the account statement, despite the existence of a court ruling that mandates the owner to make the payment. The Board Secretary should also provide a copy of the report received from Riffa Views Company (the Developer) to the Association's Board of Directors. The report concerns the owner's unauthorized utilization of a plot of land owned by the Developer, measuring 57.7 square meters, which has been incorporated into the boundaries of his unit. Furthermore, the response should emphasize the right of all Association owners, who are obligated to pay service charges, to access and review all of the Association's records and financial statements.

- Regarding the letter received on February 18, 2021, from the Steering Committee of the Riffa Views Project concerning their request to postpone the Association's General Assembly: The Board acknowledged its commitment to abide by the prevailing rules and regulations governing owners' unions in shared properties. The Association Manager was tasked with overseeing the follow-up on this request.

- In response to the note received on February 21, 2021, from one of the owners highlighting the failure of several workers in the units to wear face masks while in the common areas and gardens: The Association Manager was assigned to distribute a reminder to all residents reiterating the importance of adhering to the guidelines mandated due to the ongoing spread of the Covid-19 pandemic. Additionally, the Association Manager will address the owner's concerns on this matter.

4. The meeting held on February 22, 2021 with the Developer and the Riffa Views Steering Committee:

The Board Chairman announced that a virtual meeting took place on February 22, 2021, as per the request of the Riffa Views Steering Committee. The meeting involved representatives from both the Steering Committee and the Board of Directors of Riffa Views Company (the Developer). Additionally, the Board Chairman, Mr. Abdulla Kamal (the Treasurer), and Mr. Yasser Abdulrahman AlRaee (the Association Manager) were present during the meeting.

During the meeting, the Board addressed the request from the Steering Committee to postpone the scheduled General Assembly meeting, which was originally set for March 13, 2021. The purpose of the postponement was to allow sufficient time for the Steering Committee to complete their review of both the Riffa Views Master Plan and the Master Transfer Agreement (MTA). The Board Chairman also informed the members about a letter sent by the Steering Committee to RERA on February 23, 2021, requesting a rescheduling of the General Assembly meeting to April 17, 2021.

In this context, the Board Chairman emphasized that any request to postpone the General Assembly meeting must comply with the regulations and decisions set forth by RERA. It was also stressed that written approval from the relevant officials at RERA would be required for such a postponement.

Following the discussion, the Board emphasized the importance of waiting for an official response from RERA regarding this matter. The Association Manager was assigned the task of communicating with the officials at RERA to obtain the necessary updates and guidance.

5. Adding a paragraph regarding the imposition of administrative measures within the administrative and financial measures in the Association:

The Board examined the proposal put forth by the Board Treasurer to include additional administrative measures to the existing administrative and financial measures suggested by the Board. These measures are part of the Board of Directors' report, which will be presented to the upcoming General Assembly for approval.

Following deliberation on the proposal, the Board reached the following decisions:

- The Board approved the inclusion of the following administrative measures under the category of "Administrative Measures." These measures will be implemented on Association members who are owners and have failed to fulfill their financial obligations, such as paying their annual subscriptions or other financial dues to the Association. These measures will be enforced if the member remains in arrears for a period of three months from the due date. The approved measures are as follows:

1- Suspension of voting rights for the member in the General Assembly.

2- Restriction of access to the Association's records and disclosure of its financial information for the member.

3- Non-approval of requests for architectural and landscaping changes that involve "structural" construction work.

4- Non-approval of requests to reserve communal gardens for events or special occasions.

-The Board assigned the Board Secretary with the task of amending the Board of Directors' report on administrative and financial measures to incorporate these new measures.

6. Appointing an external auditor for the Association’s accounts:

The Association Manager requested the Board to defer the discussion of this item until all offers have been received. After deliberation, the Board made the decision to postpone the discussion of this item to the next meeting.

7. The Board Secretary’s report on the annual report of the Board of Directors for the year 2020:

The Board examined the report prepared by the Board Secretary concerning the annual report of the Association's Board of Directors for the year 2020. The report outlined various aspects, including details of the Board's meetings, the formation of subcommittees, contracts with service providers, proposals received from Association members, and the corresponding responses from the Board. Moreover, the report covered the Board's work to be presented at the upcoming General Assembly meeting, a list of completed projects in 2020, and a list of projects that the Board will oversee in 2021.

After thorough discussion, the Board decided to assign the Board Secretary the task of incorporating the comments received from Board members during the meeting. The revised report will then be shared and presented at the subsequent Board of Directors meeting.

8. The Board Secretary report on the temporary subcommittee to organize the second General Assembly:

The Board Secretary provided the Board with an update on the current progress regarding the scheduling of the Association's General Assembly meeting, which is set to take place on March 13, 2021. The Secretary reported that a contract had been established with a specialized company to manage the virtual meeting. Following the discussion, the Board emphasized the importance of strictly adhering to all the necessary requirements and regulations in place when convening the General Assembly.

9- Other Business:

The Board addressed a proposal to create a "Declaration Form for the Protection of Personal Data Contained in the Records of the Riffa Views Owners Association." The purpose of this form is to safeguard the personal data of Association members when they access the Association's records, files, and correspondence, in accordance with the provisions of the Personal Data Protection Law No. 30 of 2018.

Following deliberation, the Board made the decision to delegate the responsibility of drafting the proposed form to the Association Manager. The Manager will then circulate the draft form among the Board members to gather their feedback. The finalized proposal will be presented to the Board of Directors at the next meeting.

The meeting ended at 7:45 pm.