Board Meeting no. (6/3/2024) on September 24, 2024

The Board of Directors held its meeting no. (6/3/2024) on Tuesday, September 24, 2024 at 5:00 pm at the headquarters of the Riffa Views Company, and issued its decisions according to the items below:

1. Approval of Meeting Minutes No. 5/3/2024 held on August 27, 2024

The Board approved the previous meeting minutes.

2. Monthly Report from the Association Manager for August 2024

The Board discussed the monthly report for August 2024, and during the meeting, all members' comments were addressed.

3. Approval of the Board of Directors' Strategy and Work Program for 2024–2028

The Board praised the significant efforts made by the members in finalizing the strategy and work program for 2024–2028. The Board also thanked the Association Manager for his initiatives in this regard. During the meeting, the strategy and work program were approved as follows:

• Vision:

Create a vibrant, harmonious, and prosperous community where residents feel safe, valued, and proud to live.

• Mission:

Our mission is to commit to transparency, inclusivity, and effective communication to meet the needs of our community, maintain high property management standards, and ensure sustainable development.

• Values:

1. Sustainability: Create a sustainable environment that meets current and future needs.

2. Security: Maintain community safety and security.

3. Respect: Adhere to ethical standards in all dealings to ensure trust and fairness.

4. Partnership: Strengthen community partnership programs and highlight their impact on the local community.

5. Excellence: Achieve excellence in property management, community services, and resident satisfaction.

• Strategic Goals:

1. Improve infrastructure

2. Encourage environmental sustainability

3. Enhance security measures

4. Improve communication and transparency

5. Strengthen community engagement

6. Optimize administrative and financial planning

• Initiatives:

1. Develop and maintain infrastructure

2. Renewable energy for a sustainable community

3. Community safety and security

4. Activate communication platforms

5. Community engagement programs

6. Operational efficiency

• Key Projects:

1. Road and facility development

2. Enhancing common areas

3. Green energy solutions

4. Waste reduction and recycling programs

5. Advanced security systems installation

6. Community safety programs

7. Regular reporting

8. Enhanced communication channels

9. Launch of an electronic portal

10. Organizing community events

11. Long-term strategic planning

12. Reserve fund and cost optimization

• Performance Indicators:

1. Infrastructure Development:

- Project completion rate: 60% or higher

- Maintenance schedule compliance: 80%

- Field inspection compliance: 100%

- Usage rate of new facilities: 70% or higher

- Resident satisfaction with facilities: 90%

2. Renewable Energy for a Sustainable Community:

- Annual energy consumption reduction: 15%

- Recycling rate: 30% or higher

- Resident participation in sustainability programs: 10% or higher

- Increase in trees and palms annually: 5%

- Distribution of seedlings annually: 1,054

3. Community Safety and Security:

- Incident handling success rate: 90% or higher

- Annual security and safety programs: 4

- Resident satisfaction with safety levels: 4 out of 5

- Annual reduction in safety incidents: 50%

- Reduction in safety complaints annually: 10%

4. Communication Platforms Activation:

- Periodic reports issued annually: 4

- Resident feedback included in reports: 80%

- Resident satisfaction with communication channels: 70% or higher

- Resident interaction rate: 60% or higher

- Response rate to resident feedback within 24 hours: 90%

5. Community Engagement Program:

- Annual community events: 24 or more

- Annual participation increase: 10%

- Participant satisfaction: 85%

- Survey participation increase: 10% annually

- User interaction with the portal: 10% quarterly

6. Operational Efficiency:

- Achieved strategic objectives: 70% or higher

- Long-term initiative completion rate: 70% or higher

- Annual cost savings: 3% or more

- Priority spending from reserve fund: 90%

- Positive reserve fund growth annually

The Association Manager was assigned to:

- Prepare a quarterly report on the strategy's progress.

- Invite residents to an orientation meeting on the strategy and work program.

4. Prioritization of Association Projects for 2024–2026:

The Board reviewed the 2024–2026 project list and assigned the Association Manager to:

- Separate projects with issued purchase orders from unexecuted ones.

- Prioritize critical projects, including:

1. Rebuilding the Lagoon boundary wall along Road 96

2. Stormwater drainage and parking facilities in Golf Village

3. Riffa Views Owners Association Headquarters

4. Developing a communal garden in the Eastern Lagoon Area (L-21)

5. Development of the communal garden in Lagoon Area (L-13)

6. Development of the Lagoon Gate (Gate 2)

The Board also assigned the Association Manager to initiate the rebuilding of the Lagoon boundary wall along Road 96 with a budget not exceeding 20,000 Bahraini Dinars, to be paid from the reserve fund, emphasizing the urgency of the project to prevent further damage caused by heavy rainfall last season.

5. Association Manager's Report on Contract Renewal with Security Solution Company

The Board reviewed the Association Manager’s report on the contract renewal with Security Solution Company, noting that the current contract will expire by the end of this year. After discussion, the Board assigned the Association Manager to meet with the company representatives in the presence of the Board members to explore the possibility of renewing the contract for 3 years, ensuring the best interest of the association.

6. Evaluation of Contract Renewal with ENOVA Infrastructure Maintenance Company

The Board reviewed the Association Manager’s report on the contract renewal with ENOVA Infrastructure Maintenance Company, noting that the current contract will expire by the end of this year. After discussion, the Board assigned the Association Manager to meet with the company representatives in the presence of the Board members to explore the possibility of renewing the contract for 3 years, ensuring the best interest of the association.

7. Requests from Association Members to be Presented to the Board

The Board discussed several requests from the association members and took the necessary action on them.

8. Proposal from the Association Manager for Monthly Meetings with Riffa Views Residents

The Board reviewed the proposal from the Association Manager for organizing monthly meetings with Riffa Views residents to establish a direct communication channel between the Board and the residents. This would address issues, listen to residents' feedback, and provide updates on the Board's ongoing initiatives. After discussion, the Board approved the proposal and assigned the Association Manager to implement it.

9. Riffa Views Smart Community Platform Project

The Board reviewed this project and decided to assign the Association Manager to study it both financially and technically and report the feasibility of this project to the Board.

10. Any Other Business

Under this item, the Board discussed the following topic:

1. Memorandum of Cooperation between the Association and Bahrain International Golf Company for Irrigation Water Management

The Board reviewed the draft memorandum and decided to assign the Association Manager to prepare a report on the irrigation water consumption rates for the association, review consumption for the past two years, and reintroduce this item in the next meeting.

The meeting ended at 7:05 p.m.