Board Meeting no. (6/2021) on March 28, 2021

The Board of Directors held its meeting no. (6) for the year 2021 on Sunday, March 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. (5) of 2021 held on March 14, 2021 AD:

The Board reviewed the minutes and decided to approve it.

2-Follow up on previous decisions and topics:

The Board decided to assign the Association Manager to update the follow-up schedule in accordance with all decisions and assignments issued by the Board of Directors meetings.

3- Comments and complaints received from homeowners:

The Board reviewed the proposals and complaints received from the owners and made several decisions in response to them.

4. Infrastructure and facilities maintenance tender:

The Board examined the inquiries and comments received from the companies invited to the tender. Additionally, the Board reviewed the responses prepared by the Association Manager in response to these inquiries. After discussion, the Board agreed to send the responses and circulate them to all the companies involved in the tender.

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

The Board reviewed the final annual report of the Board of Directors for the year 2020, which will be presented to the Association’s General Assembly meeting scheduled for April 17, 2021, and the Board decided the following:

- Resolution (1-6-2021): Approval of the Board of Directors’ annual report for the year 2020.

- Resolution (2-6-2021): Assigning the Board Secretary to include the Board of Directors’ annual report for the year 2020 in the documents of the next General Assembly meeting.

6. Board of Directors’ report on contracting with an external auditor for the Association’s accounts:

The Board reviewed the report presented by the Board of Directors concerning the assignation of an external auditor to conduct an audit of the Association's accounts. Additionally, the Board examined the tasks assigned to the Association as stipulated in Article (14) of Resolution No. (1) of 2020 issued by RERA. This article specifies that the appointment of auditors in Owners' Associations should be determined by the General Assembly.

After thorough discussion, the Board made the following decisions:

- Resolution (3-6-2021): The Board approved the report presented by the Board of Directors regarding the assignation of an external auditor for the Association's accounts.

- Resolution (4-6-2021): The Board assigned the Board Secretary to include an agenda item for the General Assembly meeting entitled: "Approval of the appointment of an external auditor for the financial year ending on December 31, 2020."

7. A form of declaration of responsibility regarding the protection of personal data records at the Riffa Views Owners Association:

The Board examined a form titled "Declaration of Responsibility regarding the Protection of Personal Data Records at the Riffa Views Owners Association." This form was created to comply with the provisions of the Personal Data Protection Law No. 30 of 2018. Its purpose is to safeguard the personal data of Association members who own units in Riffa Views, particularly when an owner requests access to the Association's records, files, and correspondence.

Following deliberation, the Board made the following decisions: Resolution (5-6-2021): The Board approved the form titled "Declaration of Responsibility regarding the Protection of Personal Data Records at the Riffa Views Owners Association." This form will be included among the approved forms of the Association.

The Board assigned the Association Manager the responsibility of incorporating this form into the owners' application documents for accessing the Association's records.

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

The Board was briefed by the Board Secretary, the Chairman of the Subcommittee to organize the General Assembly meeting, and the Association Manager, and the explanation covered the following:

- A letter received from RERA on March 28, 2021. The letter addressed the appointment of a neutral observer for the upcoming second General Assembly of the Riffa Views Owners Association. RERA agreed to appoint both Attorney Bushra Yousef Mayouf and Attorney Hanan Abdulaziz Al Aradi to fulfill the role of neutral observer.

After thorough discussion, the Board made the following decision:

- The Board assigned the Board Secretary to establish communication with the neutral observer to ensure their attendance at the meeting, and provide them with all the necessary data and information they require for their role.

The Association Manager provided an update on the delivery date of the official invitation envelopes to Bahrain Post. The envelopes were scheduled to be delivered on Thursday, April 1, 2021. In total, 680 envelopes were sent to the members of the Association.

The Board Secretary informed the Board that a QR code had been prepared, which allows for browsing and downloading the documents related to the General Assembly meeting. This QR code was printed on both the official invitation letter and the agenda paper, giving Association members the ability to access and view the meeting documents.

The Board Secretary clarified that all decisions made during the General Assembly meeting would be subjected to voting in accordance with ordinary resolutions.

9- Other Business:

The Board discussed the following:

- A note from the Board Treasurer concerning a complaint lodged by an owner regarding the removal of trees that were planted outside their unit. These trees were originally planted by the owner at their own expense. After deliberation, the Board resolved to task the Association Manager with preparing a report to be submitted to the Board regarding this matter.

- A letter received from Bahrain International Golf Company (BIGCC) dated March 27, 2021 regarding ownership of the golf land: The Board reviewed the letter, and after discussion, the Board decided to postpone discussion of this issue until the completion of the next General Assembly of the Association.

The meeting ended at 7:40 pm.