This correspondence is to provide you notice of the Annual Membership Meeting for The Mill at Tar Branch Condominium Owners Association, Inc.. The Board of Directors has set the time for the Annual Meeting as Tuesday, January 27th at 5:30pm at 318 Indera Mills Ct.
Since this is a duly authorized meeting of the Association, a quorum is required. Therefore, you are encouraged to attend the meeting, or complete the enclosed proxy and deliver it to any Board member or Capstone Realty Consultants prior to the meeting. Proxies shall become effective only after it has been filed with the Secretary either during or prior to the meeting.
In accordance with the governing documents, the following documents are enclosed:
Agenda
Proxy
Since all agenda items will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have regarding this matter until the meeting, but please do not hesitate to contact any Board member, or Capstone at 336-494-6080 if you have any questions or comments related to the logistics of the meeting or completing the voting ballot.
With kind regards,
Capstone Realty Consultants, Inc. as Agent for The Mill at Tar Branch Condominium Owners Association, Inc.
Hello, owners and renters at The Mill! We wish everyone a good holiday season. Below please find news, updates, and reminders about our community.
1. Newest neighbors
Please welcome our newest neighbors:
Warren and Lucy Hottle
Rebecca and Edward McKee
2. Neighborhood open house at the Turner’s on Dec. 4
Thank you to Patrick & Alison Turner for hosting a meet & greet social at their place!
Thursday, December 4, 5:30–7 PM
The event will be casual.
3. Annual budget meeting
Our COA budget presentation ratification meeting and discussion will be on December 9 at 5:30pm in #318 (the Taylor Physical Therapy and Wellness office condo in B3, the Marshall Street building, ground floor).
The board members and Shannen Varin (our Capstone property manager, see below) will review the 2026 budget and also provide an update on the strategic planning for our capital reserves. The COA will have some required and expected expensive repairs and replacements in the near future.
4. Roof repairs & gutter guards
This fall, the big B1, B2, and B3 roofs were inspected and repairs were made as needed. We also received expert analysis on when the B1 and B3 roofs should be replaced. (The B2 roof was replaced in 2020.)
We had gutter guards installed on all the garage gutters prone to clogging from our conifer trees. The B2 gutter is about to have guards too, given the messy trees that now hang over that roof. (Installing gutter guards on all the remaining roofs is an option, but as always, the board has to prioritize our spending.)
5. Vehicle security
In October, an office worker in one of the B3 commercial units reported that her car was broken into during the day here at the Mill (although no car windows were broken and nothing was stolen).
Please remember to keep your vehicles locked, and leave nothing that might look interesting or valuable visible in the cabin.
6. Recent & Upcoming Projects
Replacement, site-appropriate plants have been installed on the southside of B2.
We continue to investigate a new entry system for the shared doors in B2 and B3. Thank you to Patrick for his major research work on this.
We continue to work on new signage throughout the property. We are waiting on the vendor for final confirmation. Hopefully soon.
Next year, the metal railings will be sanded and repainted.
Shannen continues to bug the city to fix the sidewalk along Wachovia Street.
Old news but worth repeating:
7. Updated COA Directory and Website
Thank you to Patrick Turner for keeping our COA directory up to date. Please let him know if it needs an update. Board members are identified there too.
Patick also maintains our COA website, https://themillattarbranch.com/ . It provides contact information, “who to call” information, a “Mill Vocabulary”, our governing documents, and more.
8. Shannen Varin, our single point of contact for COA needs
Owners should contact our property manager Shannen Varin (shannen@capstonetriad.com)of Capstone Realty Consultants for any COA needs, including property issues and payment questions. Shannen’s services are part of our contract with Capstone.
However, owners can keep the board in the loop by emailing coa@themillattarbranch.com, which reaches the current COA officers.
This correspondence is to provide you notice of the Budget Ratification meeting. The Board of Directors has set the time for the meeting as Tuesday, December 9th, 2025 at 5:30pm at 318Indera Mills Court.
It is important to note that a quorum is not required to be present to ratify the budget, but you are strongly encouraged to attend the meeting. During the meeting the membership will consider ratification of the Operating Budget for the upcoming year.
In accordance with the Covenants, Conditions and Restrictions, the following documents are [in your email]:
● Operating Budget
This budget assumes an increase in dues – please see [email for] worksheet.
Since the budget will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have regarding this matter until the meeting, but please do not hesitate to contact any Board member, or Capstone at 336-494-6080 if you have any questions or comments related to the logistics of the meeting.
Just a quick reminder that our Annual COA Meeting is happening tomorrow evening at 5:30 PM at 328 Indera Mills Court.
If you’re unable to attend, please remember to complete the proxy form from the mailing you received from Capstone and provide it to a board member. This is particularly important as we will be voting to fill two new board seats.
If you’re comfortable, please indicate your preferred candidates on the proxy form, or feel free to share your choices privately with a board member.
The following four owners have submitted their names for consideration:
• Liz Burkett – Unit 219
• Eric Stone – Unit 210
• Kae Roberts – Unit 112
• Rick Miller – Unit 223
We look forward to seeing you all tomorrow and appreciate your participation in shaping our community’s future.
This correspondence is to provide you notice of the Annual Membership Meeting for The Mill at Tar Branch Condominium Owners Association, Inc..
The Board of Directors has set the time for the Annual Meeting as Tuesday, January 21, 2025 at 5:30pm The meeting will be held at 328 Indera Mills.
Since this is a duly authorized meeting of the Association, a quorum is required. Therefore, you are encouraged to attend the meeting, or complete the enclosed proxy and deliver it to any Board member or Capstone Realty Consultants prior to the meeting. Proxies shall become effective only after it has been filed with the Secretary either during or prior to the meeting.
In accordance with the governing documents, the following documents are enclosed:
Agenda Proxy
Since all agenda items will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have regarding this matter until the meeting, but please do not hesitate to contact any Board member, or Capstone at 336-494-6080 if you have any questions or comments related to the logistics of the meeting or completing the voting ballot.
With kind regards,
Capstone Realty Consultants, Inc. as Agent for The Mill at Tar Branch Condominium Owners Association, Inc.
Agenda
2025 Annual Meeting
Opening Remarks/Call to Order
Certification of Proxies/Quorum Verification
Officer/Committee Reports
Unfinished Business
New Business/Discussion
Election of Directors (if any)
Adjourn Meeting
Proxy Form
2025 Annual Meeting The Mill at Tar Branch Condominium Owners Association, Inc.
The undersigned, owners) of ___________________________ (enter address) of The Mill at Tar Branch Condominium Owners Association, Inc., appoints
___________________________________________ Print Name of Proxy Holder
or the Association’s Secretary or duly acting Secretary (the Secretary or duly acting Secretary will serve as proxy holder only if a proxy holder is not indicated above) as my proxy holder to attend the meeting of members of the Association. The proxy holder named above has the authority to vote and act for me to the same extent that I would if personally present. This proxy is effective only for those matters brought forth for a vote at the aforementioned meeting, or any postponed, adjourned and duly recalled meeting for the same purpose.
In order to be effective, all proxies must be filed with the Secretary or duly acting Secretary either during or prior to the meeting in question. An Owner may not revoke a proxy except by written notice of revocation delivered to the person presiding over a meeting of the Association. A proxy is void if it is not dated
Proxies may be returned to any Board member or to the management company at:
The Mill at Tar Branch Condominium Owners Association, Inc. c/o: Capstone Realty Consultants, Inc. P.O. Box 25314 Winston Salem, NC 27114
The Board of Directors has set the time for the Annual Meeting as 5:30 PM on January 9, 2024. The meeting will be held at 328 Indera Mills Ct, Winston Salem, NC 27101.
Since this is a duly authorized meeting of the Association, a quorum is required. Therefore, you are encouraged to either attend the meeting, or complete a proxy, and deliver it to any Board member or Capstone Realty Consultants prior to the meeting. Proxies and or designations shall become effective only after it has been filed with the Secretary either during or prior to the meeting.
Board member elections are scheduled for the meeting. The Board kindly requests nominations from Members of the Association who are willing to serve as a director. If you are interested in serving as a director, please submit nominations to the Board, or Capstone Realty Consultants prior to the meeting to ensure that nominees are added to the ballot prior to the meeting.
In accordance with the Covenants, Conditions and Restrictions, the following documents have been emailed to owners:
Agenda
Proxy
Since all agenda items will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have regarding this matter until the meeting, but please do not hesitate to contact any Board member, or Capstone at 336-494-6080 if you have any questions or comments related to the logistics of the meeting or completing the proxy.
The Board of Directors, in accordance with the governing documents of the Association has set the time for the meeting as 5:30 PM on November 28, 2023. The meeting will be held at 328 Indera Mills Court.
It is important to note that a quorum is not required to be present to ratify the budget, but you are strongly encouraged to attend the meeting. During the meeting the membership will consider ratification of the Operating Budget for the upcoming year.
In accordance with the Covenants, Conditions and Restrictions, the Operating Budget has been shared with all owners via email.
Since the budget will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have regarding this matter until the meeting, but please do not hesitate to contact any Board member, or Capstone if you have any questions or comments related to the logistics of the meeting or completing the proxy.
The Board of Directors for The Mill at Tar Branch Condominium Owners Association, Inc. has set the Annual Meeting date for Saturday, January 21, 2023, at 10:30 AM via Zoom. Directions for logging into the meeting were sent via email.
Since this is a duly authorized meeting of the Association, a quorum is required, which is 25% of all unit owners, or 8 members. Therefore, you are encouraged to either attend the meeting or complete a proxy, and deliver it to any Board member or Capstone Realty Consultants prior to the meeting. Proxies and or designations shall become effective only after it has been filed with the Secretary either during or prior to the meeting.
In accordance with the Covenants, Conditions, and Restrictions, the following documents were included in the email:
Agenda
Proxy
2022 Annual Meeting Minutes
Biographical information for Board candidates
Since all agenda items will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have until the meeting, but please do not hesitate to contact any Board member or Capstone if you have any questions or comments related to the logistics of the meeting or completing the proxy.
The Board of Directors has set the time for the Annual Meeting as 10:00 AM on January 22, 2022. This year, in accordance with social distancing requirements due to the COVID-19 pandemic, the meeting will be held virtually. A login link has been provided via email.
Since this is a duly authorized meeting of the Association, a quorum is required. The Bylaws establish quorum as the presence in person or by proxy of Members entitled to cast more than 25% of the votes of the membership. Therefore, you are encouraged to either attend the meeting, or complete the emailed proxy, and deliver it to any Board member or Capstone prior to the meeting. Proxies and or designations shall become effective only after it has been filed with the Secretary either during or prior to the meeting.
Board member elections are also scheduled for the meeting. The Board kindly requests nominations from Members of the Association who are willing to serve as a director. If you are interested in serving as a director, please submit nominations to the Board, or Capstone Realty Consultants, no later than January 21 to ensure that nominees are added to the ballot prior to the meeting.
In accordance with the Declarations and Bylaws, the following documents have been sent via email:
Agenda
Proxy (for Proxyholder designation only if you are NOT attending the meeting)
Since all agenda items will be discussed in detail at the meeting, we ask that you please withhold any questions that you may have regarding these matters until the meeting, but please do not hesitate to contact any Board member, or Capstone at 336-494-6080 if you have any questions or comments related to the logistics of the meeting or completing the proxy.
