Board Meeting no. (8/2021) on April 11, 2021

The Board of Directors held its meeting no. (8) for the year 2021 on Sunday, April 11, 2021 at 5:00 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. (6 and 7) of 2021 held on March 28 and April 4, 2021:

The Board reviewed the minutes and decided to approve it.

2. Infrastructure and facilities maintenance services tender:

The Board decided to assign the Board Secretary and the Association Manager to open the bids on Monday, April 12, 2021. The Board also decided to assign the Association Manager to prepare the technical and financial report for the tender and present the report to the Board of Directors upon its completion.

3. The offer made by the Royal Hospital for Women and Children to the residents of Riffa Views:

The Board of Directors reviewed the offer presented by the Royal Hospital for Women and Children to the residents of Riffa Views. The offer entails a package of discounts and reduced prices on various services. After deliberation, the Board has decided to task the Association Manager with coordinating with the hospital management to finalize the necessary procedures for implementing this offer as part of the approved offers within the Association. Additionally, the Association Manager will be responsible for sending a circular to the owners informing them about this opportunity.

4. Report of the progress of the interim sub-committee to organize the second General Assembly:

The Board reviewed the report of the open discussion session on the General Assembly, which was held on Saturday, April 10, 2021 at 4:50 p.m. The Board Secretary reported that 28 members of the Riffa Views unit owners participated in this session. After discussion, the Board decided to instruct the Board Secretary to send responses to all inquiries received from Association members and circulate them to all owners.

The Board also addressed the following matters during this discussion:

- The Board Chairman informed the Board that several owners have expressed inquiries regarding the responsibilities and duties of the Association Manager. After deliberation, the Board assigned the Board Secretary to issue a circular to all owners, providing a comprehensive overview of the duties and tasks performed by the Association Manager at Riffa Views. The circular will be based on the terms outlined in the contract between the Board of Directors and the Association Manager.

- The Board Treasurer reported the successful completion of the electronic voting system, which will be utilized to count the votes of participants in the General Assembly meeting. This system will be applicable to both virtual attendees and those submitting voting papers. Furthermore, it was highlighted that the electronic system is designed to identify the units eligible to vote, ensuring that votes from ineligible units will not be counted.

- The Association Manager provided a report indicating that there are 832 units with voting rights, while 222 units are currently ineligible to vote due to outstanding service charge arrears for the year 2020. Following discussion, the Board resolved to assign the Association Manager the responsibility of regularly updating this list until the day of the meeting.

- The Board Secretary presented the cost associated with the two neutral observers, Bushra Maayouf and Hanan Al-Aradi. After deliberation, the Board decided to approve the cost.

- The Board Secretary informed the Board that email circulars have been initiated, being sent to all owners. These circulars contain guidelines and instructions for pre-registration to attend the Annual General Meeting (AGM), as well as information on sending voting papers and other relevant matters concerning the meeting.

- The Board Secretary relayed that a written request from a member of the Association, Dr. Shawqi Amin, had been received by the Board of Directors. The request pertained to a new proposal for calculating owners' contributions to service charges. Following discussion, the Board decided to include this topic under the agenda item of new business at the General Assembly. Furthermore, the Board assigned the Board Secretary to ensure that this topic is incorporated into the proceedings of the General Assembly meeting.

-Additionally, the Board made the decision to assign the Association Manager the task of conducting a final trial session for Board members via Zoom. This session will simulate the General Assembly meeting and is scheduled to take place on Thursday, April 15, 2021, at 8:30 pm.

The meeting ended at 6:45pm.