Board Meeting no. (9/2/2022) on November 1, 2022

The Board of Directors held its meeting no. (9/2/2022) on Tuesday, November 1, 2022 at 5:30 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. 8/2/2022 held on September 27, 2022:

The Board decided to approve the minutes of the previous meeting.

2- Obligations of the Association Manager towards the Association Board of Directors:

The Association Manager reviewed the powers and tasks granted to them by the General Assembly and the Association Board of Directors in accordance with Resolution No. (1) organizing the provisions of owners' associations in common properties. During the discussion, it was agreed that the procedures followed in all services provided, whether by the Association Manager or by contractors engaged with the Association, should be developed to protect the interests of the Association and the rights of all owners, and to contribute to expediting the services provided.

3- The Monthly Report of the Association Manager's Business for September 2022:

The Board discussed the monthly report of the Association Manager's work for September 2022. During the discussion, the Board agreed to task the Association Manager with the following:

- Developing procedures with the insurance company to expedite the repair of main street lighting poles involved in vehicle accidents, as well as expediting the repair of solar-powered garden lighting poles within a maximum of 10 days.

- Completing the development and improvement of the main security gates in Riffa Views to provide the best services to residents.

Holding Regular Meetings: The Board decided to hold a regular meeting in the middle of each month to review the follow-up schedule for the implementation of the Board of Directors' decisions and the development projects in progress. This meeting will include the Chairman of the Board, the Vice Chairman of the Board, and representatives of the Association's management company. The purpose is to finalize decisions taken by the Board within specific timeframes and to monitor the progress of the Association's development projects.

- Contracting with an Internal Auditing Firm: The Board approved contracting an internal auditing firm to review the procedures applied by the Association Manager and the contractors engaged with the Association, specifically the main service providers, for a period of three months. The goal is to improve these procedures to enhance their effectiveness and to review the key performance indicators (KPIs) of all contractors.

- Coordination with Infrastructure Maintenance Service Provider: The Board decided to coordinate with the infrastructure maintenance service provider to periodically supervise the safety of electrical connections in all Association facilities and assets, particularly security gates and solar-powered garden lighting poles.

The Board instructed the Association Manager to include the following items in the monthly reports:

1- Development projects.

2- Ongoing maintenance of street and garden lighting poles, including dates.

3- Updated disclosure of sales of additional corners in Riffa Views.

4. Events and Programs Budget for 2022 - Social and Cultural Subcommittee

The Board reviewed the budget allocated for the Association's events and programs for the fiscal year 2022, given the upcoming event season. After discussion, the Board decided to assign the Social and Cultural Subcommittee, led by Mr. Akram Al-Hajj, Secretary of the Board, to oversee the organization of the following events:

- Riffa Views Picnic Day Events

- National Day Carnival

Additionally, the Board approved holding a ceremony to honor the workers of the main service providers in Riffa Views on Thursday, December 1, 2022, with a budget of 3,000 dinars. The Association Manager was tasked with organizing this event and inviting service providers to participate.

5. Budget for Agricultural Development and Maintenance Projects - Agricultural Subcommittee

The Board was updated by the President of the Board on the efforts of the Agricultural Subcommittee, including their field visits to various gardens and agricultural development projects. The Board approved the development of a mechanism to coordinate between the Agricultural Subcommittee and the Social and Cultural Subcommittee.

6. Solar Power Plant Construction Project

The Board reviewed a report from the Consortium Manager regarding the bids received for the solar power plant construction project. Other invited companies did not submit bids. The Board decided to extend the bid submission period by two weeks and instructed the Consortium Manager to evaluate the bids after submission and present them at the next Board meeting.

7. Study of the Impact of Additional Construction on Infrastructure in Riffa Views

The Board reviewed the Association Manager's report on the need for a study on the impact of additional construction on Riffa Views' infrastructure, noting that many unit owners have undertaken construction expansions. The Board approved the draft request for proposal for this study and decided to invite the following companies to tender. The Association Manager was assigned to conduct technical and financial evaluations of the bids and present them to the Board:

- Mohammad Abdul Aziz Electro-Mechanical Engineering Bureau

- GB Electro-Mechanical Engineering Bureau

- General Engineering & Management Consultants

- SJM Electromechanical Engineering Bureau

- Mott MacDonald

- Tashreeq Engineering

- Parsons Global Services Limited

8. Renewal of the Law Firm Contract

Given that the contract with "Hafez Ali Mohamed Lawyers and Legal Advisors" expired on September 26, 2022, the Board agreed to renew the contract for another year under the same terms as the previous agreement.

9. Amending the Values, Behaviors, and Strategic Objectives of the Association's Board of Directors

The Board discussed Board member Khalid Rajab's proposal for developing a new identity for the Association. The proposal was deemed important and will be included in future development projects. The Board decided to add the following objectives to the Association’s strategic goals:

- Developing a new identity for the Riffa Views Owners Association.

- Exploring diversified revenue sources for the Riffa Views Owners Association.

10. Follow-Up on Board of Directors' Decisions

The Board reviewed the follow-up table for the implementation of its decisions, updated on October 31, 2022. The Association Manager was tasked with continuing to update the follow-up table and discussing it in the periodic coordination meetings.

11. Proposed Date for the Fourth General Assembly Meeting

The Board reviewed past General Assembly meeting dates and decided to instruct the sub-committee, led by Mr. Akram Nabil Al-Hajj, Board Secretary, to prepare for the fourth General Assembly meeting scheduled for February 2023. The sub-committee will provide periodic updates to the Board.

12. New Business

Under this item, the Board discussed the following topics:

1. Riffa Views Owners Association Headquarters Construction Project

The Board emphasized the importance of developing a preliminary plan that meets all necessary requirements. The Association Manager was tasked with proceeding with the required steps as soon as the budget for the project becomes available.

2. Purchase of Additional Corners Owned by the Royal Golf Club

The Association Manager presented a preliminary plan for the purchase of additional corners owned by the Royal Golf Club, which would benefit 115 units. The plan is in its preliminary stages, and the club's management has requested information on which units are interested in purchasing these corners. Following the discussion, the Board decided to:

- Send a circular to unit owners to gather their feedback on the purchase.

- Prepare and present a summary report of the units interested in purchasing the additional corners.

The meeting ended at 8:20 pm.