Board Meeting no. (11/3/2025) on September 9, 2025

The Board of Directors held its meeting no. (11/3/2025) on September 9, 2025 at 5:00 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. 10/3/2025 held on 5 August 2025

The Board approved the minutes of the previous meeting.

2. Monthly report of the Association Manager for August 2025

The Board reviewed the monthly report and assigned the Association Manager to study the possibility of transferring the current balance of proceeds from the sale of additional strips allocated to the Association from the account of RV Real Estate Company to the Association’s account, and thereafter transferring future collections on a monthly basis.

3. Association projects report for 2025

The Association Manager presented the periodic report on the Association’s projects for 2025, noting that the first phase of the development of the vommunal garden in Lagoon Estate (L-10) has commenced and is scheduled for completion by the end of this year. The Association Manager also presented the preliminary design of the communal garden in Lagoon Estate (L-13), which is scheduled for implementation this year. Following discussion, the Board assigned the Association Manager to undertake the following:

• Circulate the detailed drawings of L-10 garden to the owners of the units overlooking the park to familiarize them with the first phase of the development and respond to their inquiries.

• Send letters to the owners of units overlooking L-13 garden that have additional strips allocated for sale, urging them to expedite their purchase in order to construct the new fences, noting that contractors will not be able to use the new garden later if they wish to modify the fences and will have to access through the front facades of the units.

4. Draft audited financial report of the Association for the year ended 31 December 2024

The Board reviewed the draft auditor’s report, where the Association Manager stated that the Vice Chairman’s proposal to change the treatment of the Sinking Fund had been implemented, from being recorded as an expense in the profit and loss account to being transferred directly in the balance sheet from the accumulated fund to the Sinking Fund, and the closing balance for the financial year 2024 was adjusted accordingly. Starting January 2025, this will be implemented monthly with a year-end adjustment based on actual collections.

5. Transfer of cash surpluses to the projects account

The Board discussed the transfer of cash surpluses to the projects account as per the last General Assembly resolution. Following discussion, the Board emphasized the necessity of transferring the surpluses before the end of the current year, with the amount to be determined later. The Association Manager was also assigned to commence the first phase of the Association headquarters project (preparation of detailed drawings), which will be funded from these surpluses, particularly as the expenses for this phase will be allocated before the end of this year.

6. Settlement plan of receivables due to RV Real Estate Company as stated in the audited financial report for 2023

The Board reviewed the proposals submitted during the coordination meeting held on 7 July 2025 between the Vice Chairman and the Treasurer, along with the Association Manager, to settle the receivables due to RV Real Estate Company amounting to BD 236,522. The Board approved the settlement through monthly installments of BD 4,000 starting from September 2025, with the arrangement to be reviewed annually and allowing for deferral of installments based on the Association’s financial position. The Association Manager was assigned to implement this.

7. Approval of the proposed Association events and activities for 2025–2026

The Association Manager presented a report on the Association’s events and activities for 2025–2026, prepared based on the feedback received in the coordination meeting held on 26 August 2025 between the Chairman, the Secretary, and a representative of the Association Manager. The Board approved the proposed events and directed the inclusion of additional community activities that do not require additional expenditure, as well as exploring sponsorship opportunities from companies and institutions to fund certain events.

8. Renewal of the legal services agreement for the Association

The Association Manager stated that the legal services agreement with (Hafudh Ali – Attorneys & Legal Consultants) will expire on 15 September 2025 and recommended renewing the current contract under the same fees. Following discussion, the Board requested the Association Manager to obtain quotations from other firms for comparison.

9. Approval of the key performance indicators (KPIs) for the Association Manager’s contract

The Board reviewed the draft KPIs prepared by the Vice Chairman. Following discussion, the Board requested the Association Manager to provide his feedback and to re-present this item in the next meeting.

10. Chairman’s proposal to form a committee for operating and managing electronic screens in Riffa Views

The Board reviewed the proposal submitted by the Chairman regarding the formation of a committee to manage electronic screens in Riffa Views, including representatives from the Board and the Association Manager, setting operating hours, and defining the displayed content. Following discussion, the Board assigned the Secretary as the Board’s representative, along with a representative from the Association Manager’s company, and requested the Secretary to coordinate with the Association Manager to prepare a final report on the management of the electronic screens for presentation in the next meeting.

11. Updates on the security risk assessment report submitted to the Royal Golf Club management

The Board reviewed the Association Manager’s report on updates related to the report submitted to the Royal Golf Club management, noting that several observations have been addressed while work is ongoing to address the remaining items. Following discussion, the Board emphasized the need to continue coordination and efforts to complete all observations to ensure safety and security within the Riffa Views community.

12. Additional expenses requested by the electronic payment service provider

The Association Manager reported receiving a request from the electronic payment service provider (EazyPay) to introduce additional fees and expenses on electronic payment transactions. Following discussion, the Board assigned the Association Manager to prepare a report on the expenses related to the Association and to verify the legality of such charges in accordance with the agreement between the Association and the provider.

13. Road entry and exit markings in Riffa Views

The Secretary highlighted the need to mark the entry and exit points of roads in Riffa Views, particularly as the reduction of curbs has increased road width, making it necessary to introduce road markings to separate traffic lanes at the main gates. Following discussion, the Board approved this request due to its importance in traffic organization and assigned the Association Manager to implement it during this year.

14. Review of outsourcing feasibility to improve financial and technical performance

The Board discussed the feasibility of engaging external resources to improve the financial and technical performance of the Association and reduce expenses. Following discussion, the Association Manager stated that he will study this matter.

The meeting concluded at 6:30 PM.