Board Meeting no. (5/2/2023) on July 11, 2023

The Board of Directors held its meeting no. (5/2/2023) on Tuesday, July 11, 2023 at 4:30 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. 4/2/2023 held on June 6, 2023

The Board approved the minutes of the previous meeting.

2. Issuance of the Board of Directors Registration Certificate by the Real Estate Regulatory Authority

The Association Manager reported that the Real Estate Regulatory Authority issued the Board of Directors registration certificate on June 22, 2023. The Board appreciated the efforts made by the Association Manager in this regard.

3. Monthly Report of the Association Manager for May 2023

The Association Manager mentioned that the monthly report for May 2023 was sent to all Board members, and the Chairman requested that any comments on the report be communicated directly to the Association Manager.

4. Preparations for the Third General Assembly Meeting of the Association

The Board reviewed a briefing from the Association Manager regarding the ongoing preparations for the third General Assembly meeting of the Association. After discussion, the Board approved the following timeline:

- July 17, 2023: Completion of all General Assembly documents.

- July 23, 2023: Sending out invitations for the meeting.

- August 12, 2023: Date for the first meeting.

- August 19, 2023: Date for the second meeting if quorum is not met at the first meeting.

5. Master Transfer Agreement

The Association Manager was tasked with preparing a report on the agreement to be presented at the upcoming General Assembly to highlight the changes in the areas.

6. Outcomes of the Workshop on Diversifying the Association’s Income Sources

The Vice Chairman presented the outcomes of the workshop held on June 17, 2023, at the Riffa Views International School, highlighting the following:

- The workshop was attended by 9 residents of Riffa Views out of the 31 who had registered to join the sub-committee on diversifying the Association’s income sources.

- The attendees were divided into two groups, and they discussed several proposals, including:

1. Establishing a unified center for managing facility services in Riffa Views to improve service control and reduce expenses.

2. Establishing a headquarters for the Association that would create investment opportunities benefiting the Association and Riffa Views residents.

3. Allocating investment areas for growing fruits and vegetables.

4. Providing advertising spaces for lease on streetlight poles or other designated areas.

5. Creating self-storage units with external access outside the main gates.

6. Offering exclusive service deals to Riffa Views residents that would benefit the Association.

The workshop concluded with a set of proposals to help diversify the Association’s income sources, including:

1- Creating a WhatsApp group for workshop participants to exchange ideas and develop the proposed suggestions.

2- Conducting feasibility studies on the agreed-upon proposals and projects.

3- Holding additional workshops as needed.

4- Arranging individual meetings with participants as necessary.

After discussion, the Board tasked the Association Manager with reviewing the workshop report submitted by the Vice Chairman and providing the Board with feedback and comments on the proposed suggestions.

7. Renewal of the Supervision Contract for Infrastructure Maintenance and Facility Operations

The Association Manager reported that the supervision contract for infrastructure maintenance and facility operations with Enova expired on June 30, 2023. The Association Manager requested approval to renew the contract for a similar period (two years). After discussion, the Board requested to invite representatives from Enova for an evaluation meeting in the presence of the Association Manager.

8. Request from the Royal Court to Connect Several Homes to the Riffa Views Sewage Network

The Board reviewed a request from the Ministry of Works and the Royal Court regarding connecting several homes adjacent to Riffa Views properties to the Riffa Views sewage treatment plant. After discussion, the Board tasked the Association Manager with coordinating with the plant operator, Metito, to explore the feasibility of this request based on the following conditions:

- The applicant must bear all expenses and costs associated with connecting the network pipes to the plant.

- The applicant must cover the additional costs incurred for water treatment at the plant.

9. Proposal to Install Containers for Collecting Used Clothing in Riffa Views

The Board reviewed a proposal submitted by several Association members to provide containers for collecting used clothing and donating them within Riffa Views neighborhoods. After discussion, the Board decided not to provide these containers due to their potential negative impact on the aesthetic appearance of Riffa Views and the possibility of neglect and accumulation of items. Instead, the Board decided to send a circular to residents, informing them of the organizations that collect these items for donation.

10. Owners' Requests Regarding Lowering Curbs to Create Additional Parking Spaces

The Board reviewed a proposal submitted by several Association members to lower the curbs in front of their units to create additional parking spaces, specifically in areas lacking extra parking. After discussion, the Board emphasized the need to start this project in the most needed areas and tasked the Association Manager with its implementation.

11. Other Business

Under this item, the Board discussed the following topics:

1. Installation of Poles for Electricity Meter Readings for Units

The Board discussed the installation of three poles by the Electricity and Water Authority near substations for reading the meters of units in Riffa Views. After discussion, the Board tasked the Association Manager with studying the possibility of charging an annual fee for allocating these areas within the common areas and reporting back to the Board.

2. Appointment of an Auditor for the Fiscal Year Ending December 31, 2022

The Board reviewed the Association Manager’s report on appointing the auditor for the fiscal year ending December 31, 2022, noting that the following offers were received:

- Ernst & Young: BD 2,750 (current auditor for the Association)

- KPMG Fakhro: BD 1,650

- PWC: BD 12,430

After discussion, the Board decided to contract with KPMG Fakhro for BD 1,650.

The meeting ended at 5:50 p.m.