Board Meeting no. (5/2021) on March 14, 2021

The Board of Directors held its meeting no. (5) for the year 2021 on Sunday, March 14, 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. (4) of 2021 held on February 28, 2021:

The Board reviewed the minutes and decided to approve it.

2- Follow up on previous decisions and topics:

The Board deliberated on the agenda items and reached the following decisions:

- Regarding the transfer of ownership of electricity and water accounts to the Association: The Board reviewed the requirements set forth by the Electricity and Water Authority (EWA), which entail obtaining approval from the current account owner, namely the "Developer," and securing a commitment from the new owner, "the Association," to fulfill the account dues. Subsequently, the Board tasked the Association Manager with completing the necessary procedures.

- Concerning the discussion of security and safety procedures in Riffa Views with the Southern Governorate Police Directorate: The Board assigned the Association Manager to draft a new letter addressed to His Excellency the Director General of the Southern Governorate Police Directorate, with the aim of arranging a collaborative meeting between the Board of Directors and the Directorate.

- The Board decided to assign the Association Manager the responsibility of transferring all assignments and work tasks mentioned in the minutes of the Board of Directors' meetings to the decision and issue follow-up file promptly after each meeting's conclusion. This file will be regularly updated.

3- Comments and complaints received from homeowners:

The Board examined the proposals and complaints submitted by homeowners and made the following decisions:

- In response to an email received on March 1, 2021, proposing a new method for calculating service charges for units in Riffa Views, the Board resolved to assign the Board Treasurer the task of reviewing the proposal and presenting a report to the Board of Directors. Additionally, the Board Secretary was tasked with preparing a response to the owner regarding this matter. It is crucial to emphasize that these proposals hold significant importance for the Board of Directors and will be carefully studied to safeguard the rights of the owners and uphold the Association's interests.

- Regarding the comments received via email on March 3 and 9, 2021, the Board reviewed and acknowledged these comments, which had already been addressed in previous correspondence.

- In relation to the comments received via email on March 3, 2021, regarding the presence of yellow spots on the walls and surfaces of units in Riffa Views, the Board reaffirmed its commitment to monitoring and addressing this issue, which is considered a high priority for the Board of Directors. The Board also emphasized its ongoing communication with relevant authorities, specifically the Supreme Council for Environment. The Association Manager was tasked with providing a response to the owners regarding this matter.

4. Letter from the Renewable Energy Authority regarding the installation and operation of renewable energy systems in Riffa Views:

The Board deliberated on the correspondence received from the Renewable Energy Authority, dated February 8, 2021, regarding the installation and operation of renewable energy systems in Riffa Views. The objective of this initiative is to harness solar photovoltaic energy for the production of electrical energy, aiming to reduce the current expenses associated with electricity consumption from government stations. Following the discussion, the Board reached the following decisions:

- Formation of a subcommittee for renewable energy, to be chaired by the Board Secretary. The subcommittee will include the Association Manager and a select number of Association members who possess relevant expertise in this field. The committee will be responsible for studying the project's feasibility, assessing its implications for the Association, evaluating the required costs, and coordinating with officials from the Renewable Energy Authority.

- Delegation of the task to the Board Secretary to issue a circular to all Association members, informing them about the establishment of the subcommittee and soliciting their opinions and interest in participating in the committee's activities.

5. Infrastructure and facilities maintenance tender:

The Association Manager presented a report on the steps taken to issue a tender for infrastructure and facilities maintenance services. The Board of Directors approved the Manager's proposed amendments to the Request for Proposal (RFP), which included specifying the list of companies invited to participate in the tender.

The Association Manager confirmed that the distribution of RFPs to the selected companies has commenced, and the Board will be informed once all bids have been received. The deadline for bid submissions is scheduled for April 7, 2021. Following the discussion, the Board resolved to assign the Association Manager the task of circulating a copy of the final draft of the Request for Proposal to all board members.

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

The Board Treasurer updated the Board on the offers received from companies that were invited to perform external audits on the Association's accounts for the year ending December 31, 2020.

The Board of Directors emphasized the importance of engaging a reputable accounting firm with relevant experience in this field. After thorough discussion, the Board made the following decisions:

- Approval of the contract with Ernst & Young, for a total amount of BD 1,900.

- Delegation of the responsibility to the Board Treasurer to prepare the necessary contract documentation.

- Assignment of the Board Secretary to prepare a report for the Board of Directors regarding the engagement of an external auditor for the Association's accounts. This report will be included in the agenda items for the upcoming General Assembly meeting, where it will be subject to a vote.

7. Board of Directors’ annual report for the year 2020:

The Board examined the final report on the annual activities of the Board of Directors for the year 2020. This report is scheduled to be included in the agenda for the upcoming General Assembly meeting on April 17, 2021. The Board delegated the task of circulating the report to the Board members to the Association Manager after incorporating the amendments discussed during the meeting.

8. Report on the work of the temporary subcommittee organizing the second General Assembly:

The Board heard an explanation from the Board Secretary, the Chairman of the Subcommittee to organize the holding of the General Assembly meeting, scheduled for April 17, 2021. The explanation covered the following:

- Establishment of a timetable for the General Assembly meeting, outlining the dates for various tasks and responsibilities to be carried out by both the Board of Directors and the Association Manager. After discussion, the Board approved the timetable and assigned the Association Manager to ensure the successful execution of all tasks and responsibilities outlined therein.

- Preparation of final drafts for the invitation letter, agenda, and voting paper, which will be sent through the Bahrain Post's excellent service. After discussion, the Board approved these drafts and instructed the Association Manager to proceed with printing and finalizing them for dispatch via Bahrain Post on March 28, 2021.

- Review of all meeting documents, categorized according to the agenda items. Following the discussion, the Board approved these documents based on the classifications specified within the meeting's documentation.

The Board received information from the Association Manager regarding the preparations for conducting the meeting virtually using the Zoom application. The explanation included the completion of setting up the Association's account on the Zoom application and the compilation of a list of Association members, along with their mailing addresses, to facilitate their registration in the electronic system.

The Board discussed the need for billboards to be installed at the entrances of the Riffa Views gates to promote the General Assembly meeting. It was decided to contract with a company to install four billboards at a cost of 150 Bahraini dinars per billboard.

The Board resolved to assign the Association Manager the following tasks:

- Prepare a list of owners who are in default of paying their service charges or any financial obligations, where the delay period exceeds 3 months. The Manager is to present this list at the next Board of Directors meeting.

- Compile a list of items to be included on the agenda for the upcoming General Assembly meeting. The Manager should indicate whether each item requires a general decision or a special decision, and present the list at the next Board of Directors meeting.

9- Other Business:

The Board discussed the following topics:

- Website: The Board assigned the Association Manager to prepare the periodic statistics report for the website and circulate it to the Board members.

- The Board Chairman provided an update to the Board members regarding the recent meeting held by the Sub-Committee for Developing Agricultural Areas. The meeting, which took place on March 11, 2021, involved discussions with the landscaping maintenance provider, Kingdom Projects Company. The primary focus of the meeting was the consideration and implementation of proposals submitted by Association members aimed at enhancing the agricultural areas within Riffa Views.

Following deliberation, the Board made the decision to assign the Association Manager the responsibility of coordinating with the service provider, and ensure that a monthly report is submitted to the Board of Directors. This report should cover the periodic maintenance activities carried out by the service provider in the common areas and gardens of Riffa Views.

The meeting ended at 8:30 pm.