Category: Meeting Notice

Good morning, neighbors,

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.

Best regards,

The Board at The Mill at Tar Branch

Dear Homeowner:

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.

___________________________________________
Owner Signature

___________________________________________
Owner Signature

___________________________________________
Date

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

or by email to:
shannen@capstonetriad.com

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 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.