Board Meeting no. (14/3/2025) on December 9, 2025

The Board of Directors held its meeting no. (14/3/2025) on December 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. 13/3/2025 held on 18 November 2025

The Board approved the minutes of the previous meeting.

2. Discussion and approval of the Association budget for 2026

Based on the Board’s decision in its previous meeting to form a committee to study the budget, chaired by the Vice Chairman and comprising the Treasurer and the Association Manager, the Vice Chairman stated that the committee met on Tuesday, 2 December 2025, where it conducted a comprehensive review of all budget items, introduced a number of amendments, and finalized a preliminary estimated budget for the Riffa Views Owners Association for the year 2026, with total estimated expenses amounting to BD 1,550,000.

The Vice Chairman explained that these expenses were determined based on the approved budget preparation principles, following a comprehensive and integrated review of all operational items and financial commitments of the Association, ensuring continuity of service quality, maintaining efficient operation and management of all facilities and common areas within Riffa Views, supporting service sustainability, and preserving the community’s high-quality residential environment without compromising residents’ quality of life.

The Vice Chairman further noted that the proposed contribution rate for 2026 will be BD 3.664 per square meter, compared to BD 3.500 for the current year, explaining that the 2026 budget excluded Association revenues from the service charge contribution calculation, as such revenues are allocated to fund new projects planned for the coming period.

During the discussion, the Chairman indicated that some Board members who were not present at this meeting had reservations regarding the increase in budget expenses and the resulting increase in annual contributions. In this regard, the Board emphasized that the budget is provisional, and its final approval remains subject to the decision of the General Assembly, which holds the original authority.

The meeting also reviewed a document titled “Budget Preparation Principles,” prepared in accordance with the laws and regulations governing Owners Associations in the Kingdom of Bahrain. The document outlines the general principles governing the preparation of the annual budget, the methodology for calculating service charge contribution, ensuring fair cost allocation among owners, and regulating revenues and the reserve fund, thereby reinforcing financial sustainability, transparency, and sound resource management.

Following deliberation and discussion, the Board resolved as follows:

• Approval of the “Budget Preparation Principles” document.
• Approval of the provisional budget for 2026 with total expenses of BD 1,550,000 and a service charge contribution rate of BD 3.664 per square meter, and its submission to the General Assembly for final approval.
• Assignment of the Association Manager to issue Q1 2026 invoices starting from the first week of January 2026.
• Assignment of the Treasurer, in coordination with the Association Manager, to prepare the Board report on the 2026 budget for presentation at the upcoming General Assembly meeting for final approval.
• Offering a 5% discount option for owners who choose to pay the annual service charge contribution in advance.

3. Renewal of the landscaping services provider contract in Park Estate

Based on the Board’s previous decision to assign the budget committee to review the Association Manager’s proposal regarding the renewal of the current contract with the landscaping services provider in Park Estate (GFSS), the Association Manager stated that the committee had completed its review of the proposal to renew the contract with an increase in working hours from 8 to 10 hours, along with an increase in workforce during the summer from 18 to 21 workers.

The Association Manager indicated that the committee requested a comparative analysis between the service provider in Oasis and Lagoon Estates (BIGCC) and the service provider in Park Estate (GFSS), to assess the coverage per worker, with the comparison as follows:

• In Oasis and Lagoon Estates: each worker covers 2,596 m² of common areas, at a cost of BD 1.525 per square meter.
• In Park Estate: each worker covers 3,411 m² of common areas, at a cost of BD 1.272 per square meter.

The comparison shows that each worker in Park Estate (GFSS) covers 31.4% more area compared to Oasis and Lagoon Estates (BIGCC), while the maintenance cost per square meter in Park Estate is 16.6% lower. The Association Manager explained that the adjustment in working hours and workforce is essential to maintain operational continuity and efficiency, meet seasonal requirements and high summer temperatures, preserve the quality of green areas and the overall appearance, and prevent any decline in service levels provided to residents.

The Association Manager further noted that the financial impact of this adjustment is an increase in the contract value by BD 660 per month, indicating that the budget committee has considered this impact and concluded that the proposed increase is operationally justified and aligned with the Association’s objectives of improving service quality and maintaining the community’s residential standards, without affecting the overall balance of the approved budget.

Following discussion, the Board approved the renewal of the contract with GFSS for a period of two years, including the required increase. The Association Manager was also assigned to communicate with BIGCC to consider reducing its costs to align with GFSS.

4. Discussion and approval of procedures for issuing and collecting annual service charge contribution

The Board discussed the proposal submitted by the Secretary regarding the adoption of procedures for issuing and collecting service charge contribution and incorporating them into the Association’s By-Laws, to ensure standardized procedures and enhance clarity and transparency in financial dealings with owners.

In this regard, the Chairman stated that a coordination meeting was held with the relevant team at the Association Manager’s company on Thursday, 27 November 2025, attended by the Chairman and the Secretary, during which all current procedures related to service charge contribution invoicing, collection mechanisms, follow-up, and handling of arrears were reviewed and discussed, with the aim of evaluating and improving them in line with best practices for Owners Associations.

The Board also reviewed a document titled “Service Charge Contribution Issuance and Collection Framework,” which provides a comprehensive structure outlining the procedures for issuing service charge contribution invoices, the mechanism for issuing arrears notices, and the regulation of Order to Pay procedures and financial follow-up, ensuring fairness among owners, promoting financial discipline, and supporting the sustainability of resources required for the operation and maintenance of the Association’s facilities and common areas.

Following deliberation and discussion, the Board resolved to approve the “Service Charge Contribution Issuance and Collection Framework” document.

The meeting concluded at 7:00 PM.