Board Meeting no. (25/2020) on December 13, 2020

The Board of Directors held its meeting no. (25) for the year 2020 on Sunday, December 13, 2020 at 5:30 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. (24) held on December 6, 2020:

The Board reviewed the minutes and decided to approve it.

2- Follow up on previous decisions and topics:

The Board discussed the item related to “oil spills and leaks in Riffa Views”, where the Board was informed of the following points:

- The letter received from Tatweer to the Association Manager dated October 1, 2020, which indicated that the oil spills were not caused from oil facilities.

- The letter received from Tatweer to the Association Manager, dated November 9, 2020, regarding a request for a permit to study the air quality assessment in the Bahrain oil field, commencing on November 15, 2020, for a period of 6 months.

- The letter issued by the Association Manager to Tatweer dated November 30, 2020, which indicated that the Riffa Views area has witnessed the spread of oil that have damaged public and private property, and 44 reports were attached proving this damage resulting from the oil stains, since March 2018.

- The field visit conducted by a team of inspectors from Tatweer on December 10, 2020, where the team inspected a number of damaged units in Riffa Views, and inspected a number of Gas Flare sites. All of these flares were temporarily stopped until the completion of the investigation and inspection work to find out the cause of the oil spill leaks.

The Board emphasized the importance of continuation of efforts by all parties in order to find the necessary solutions to eliminate this issue, and the Association Manager was assigned to continue coordination with all parties and submit regular reports to the Board of Directors in this regard.

3- Comments and complaints received from home owners:

The Board discussed the comments and complaints received from the home owners, which are as follows:

- A note received from one of the owners on November 28, 2020, regarding oil spill leaks in Riffa Views. The Board confirmed that this issue is a top priority for the Board, and the Association Manager was assigned to communicate with the owner to clarify developments on this issue.

- A note received from one of the owners on November 29, 2020, regarding the late activity of the football fields at Riffa Views International School. The Secretary was assigned to coordinate with the school to stop the usage of the fields late in the evening.

- A note received from one of the owners on December 1, 2020, regarding the planting of the outer wall of Riffa Views, which is close to their unit. The Association Manager stated that this matter is included in the development work carried out by Riffa Views (the Developer), and the Association Manager was assigned to prepare the appropriate response to the owner and send it from the Secretary.

- A note received from one of the owners on December 1, 2020, regarding the flying of helicopters at low levels near their unit. The Association Manager was assigned to follow up on the matter.

- A note received from one of the owners on December 9, 2020, regarding his request to obtain financial compensation for the incidents of theft he had previously been exposed to, and the Association Manager was assigned to obtain a report on the matter.

4- Board of Directors’ report on the review of the Master Transport Agreement:

The Board discussed a review of the Master Transfer Agreement, and Association Manager stated that he is still awaiting a response to the latest comments from the legal representative of the Developer “Trowers & Hamlins”.

The Board also reviewed the draft report of the Board of Directors regarding revising the agreement, and decided to assign each of the Board Vice Chairman, Secretary and Treasurer in coordination with Association Manager to review the draft report, submit their comments, and recirculate it to the Board.

5- Board of Directors’ report on the review of the Riffa Views Master Plan:

The Board reviewed the draft report of the Board of Directors regarding the review of the Riffa Views Master Plan, and decided to assign the Board Vice Chairman, Secretary and Treasurer in coordination with the Association Manager to review the draft report, submit their comments, and recirculate it to the Board.

6- Board of Directors’ report on reviewing service provider contracts to be transferred under the Master Transfer Agreement:

The Board reviewed the draft Board of Directors report on the review of service provider contracts to be transferred under the Master Transfer Agreement, and after discussion the Board decided the following:

- Resolution (1/25/2020): Approval of transferring the contract for collecting service charge (Annual Fees) from the Riffa Palms complex to the Association and assigning the Association Manager to prepare a draft of the contract for signature.

- Assigning the Association Manager to send a copy of the current agreement to manage and operate the wastewater treatment plant managed by Metito for review.

- Assigning the Board Vice Chairman, Secretary, and Treasurer, in coordination with the Association Manager, to review the draft report, submit their comments, and recirculate it to the Board.

7- The Association Manager’s report on the Association’s financial statements for the year 2020 and the budget for the year 2021:

The Board decided to assign the Association Manager to send the Association’s financial statements for the year 2020 and the proposed budget for the year 2021 to the Treasurer.

8- Association Manager’s report on the proposal to calculate additional construction fees for units in Riffa Views:

The Board heard a presentation from the Association Manager that addressed a few proposed options for calculating the service charge (Annual Fees) for additional construction in the units. After discussion, the Board decided to assign the Association Manager to provide a list of all units in Riffa Views that benefited from the additional construction, along with a statement of percentage increase in additional construction in each unit.

9- Association Manager’s report on the financial measures of the Association:

The Board reviewed the report of the Association Manager regarding the financial measures of the Association. The Board also reviewed the authority granted to the Association in accordance to Resolution (1) of 2020 issued by the Real Estate Regulatory Authority (RERA), and what is stipulated in the regulations and RVOA By-Laws, which authorized owners’ associations to take administrative and financial measures to ensure the Association’s members’ commitment to paying their annual fees and fulfilling all their obligations stipulated in the By-Laws and regulations. After discussion, the Board decided the following:

- Resolution (2/25/2020): Approval of continuing to grant a (5%) discount to Association members who pay their Service charge (Annual fees) in advance for the year 2021.

Assigning the Association Manager to prepare a list of the Association’s financial measures, which includes fees collected for services provided, insurance amounts recovered, financial penalties, and deductions, in accordance with the provisions of Article (27) of Resolution (1) of 2020 issued by the Real Estate Regulatory Authority (RERA) and circulating the draft to Board for review.

10- Draft (RFP) for the infrastructure and facilities maintenance services tender in Riffa Views:

The Association Manager stated that the current contract with ENOVA has been extended until March 31, 2021, and after discussion, the Board decided the following:

Assigning the Association Manager to prepare a report on the list of companies that will be invited to participate in the tender and circulate it to the Board.

- Assigning the Association Manager to implement the comments received from Board members on the draft RFP.

11- Other Business:

The Board discussed the following:

- Developmental work in eliminating internal road sidewalks: The Board discussed the development work in removing internal road sidewalks, carried out by the Developer to complete the infrastructure development work in Riffa Views. After the discussion, the Board stressed the necessity of carrying out works removing internal road sidewalks equally for all roads to maintain the general appearance of internal roads and in order to expand these roads to allow residents to have space to park their vehicles near their units.

- Members who are late in paying Service Charge (Annual fees): The Board stressed the importance of communicating with all members of the Association who are defaulting in paying their dues of Service Charge (Annual fees), specifically the dues for the year 2020, and after discussion, the Board decided to assign the Secretary to coordinate with the Association Manager to send official letters to the defaulting members and granting them a week grace period to complete their payment.

The meeting ended at 8:00 pm.