September 11, 2016
ANNUAL MEETING CALL & IMPORTANT BALLOT INFORMATION (New Location)
Dear Association Members,
On behalf of the Old Mill Community Council, Inc, and in accordance with Old Mill Community Bylaws Article X, we are please to advise you that the 2016 Annual Membership Meeting which will be held on October 6, 2016, at 7:00 PM the Terra Centre Elementary School Library 6000 Burke Centre Parkway, Burke VA 22015.
This year, there are (5) five open board positions. Any member wishing to run for an open position should complete the application and submit it to the Association’s mailing address. Additional nominations may be made from the floor at the meeting at which the election is held for each vacancy on the Board of Directors for which no more than one person has been nominated by petition. Any member wishing to become a candidate for the Board may complete and submit the enclosed application to our mailing address no later than close of business on Thursday, October 6, 2016.
Election ballots will be available at the Annual Meeting. Sign-in will begin at 6:30 PM at which time you may also volunteer for various committees and/or boards. Volunteers for the Board of Directors and Committees are needed.
No member may vote at any meeting of the Association or be elected to serve on the Board of Directors if payment by such Member of any financial obligation to the Association is delinquent more than thirty days and the amount necessary to bring the account current has not been paid at the time of such meeting or election.
For those members who are unable to attend, a proxy is attached for your completion and return. Please provide a copy of this notice to all others who may have an ownership interest in the property.
Participate in the management of your community. Be sure to attend the Annual Meeting. If you cannot attend, please return the enclosed proxy.
Board of Directors
Old Mill Community Council
The Annual Meeting Agenda (Tentative)
1. Call to Order — 7:00PM
2. Introductions:
A. Board of Directors
B. Committee Representatives
3. Approval of October 2015 Annual Meeting Minutes
4. Nominations from the floor for Board of Director Candidates
5. Presidents Report – Overview of Community
6. Treasurer’s Report
7. Collection of Ballots for Board of Directors Election
8. Solicitation of Volunteers for Committees
A. Architectural Review Board
B. Budget & Finance Committee
C. Landscape/Tree Committee
9. Resident Question & Answer Period
10. Announcement of Board of Director Election Results
11. Closing Remarks
12. Adjourn
Old Mill Community Council, Inc.
P.O. Box 114
Burke, VA 22009
PROXY
I (We), ____________________________the undersigned owner(s) of the property in the
(print name(s))
Old Mill subdivision at the following address, __________________________________________________________________
(number and street)
Burke, Virginia, do hereby appoint the ( ) Board of Directors or ( )
________________________________________________________________
(Individual’s name)
to cast my (our) vote on issues to be acted upon at the Membership Meeting of the Old Mill Community Council, Inc. to be held October 6, 2016.
Election of Directors
I (We) cast my (our) vote to elect the following persons to the Board of Directors for a Two-Year Term to replace Directors who resigned:
Note: No nominations confirmed. Nomination may be made by write-in or at the Annual Meeting.
| Position | Director | (Write In) | |
| Secretary | Vacant | ||
| Member-At-Large | Vacant | ||
| Member-At-Large | Vacant | ||
| Member-At-Large | Vacant | ||
| Member-At-Large | Vacant |
This proxy may not be used to raise the annual assessment by a vote of the members at the Membership Meeting.
Signed: ______________________
(homeowner)
If you plan not to attend the Membership Meeting, please return your proxy by mail to the Old Mill Community Council P.O. Box 114 Burke, VA 22009
ASSOCIATION MEETINGS According to the “Code of Virginia” Title 55 – Property and Conveyances,” Chapter 26 – Virginia Property Owners Association Act, 55-510 (E), the Association is required to send notice of the time, place, and purpose of any annual or regularly scheduled meeting by U.S. mail. The Old Mill Community Inc. Homeowners Association is hereby providing notice of all annual and regularly scheduled meetings below:
ANNUAL MEETING The purpose of the Annual Meeting is addressed on page 2 of this packet under “Annual Meeting Agenda.”
Thursday October 6, 2016-7:00 PM
____________________________________________________________
BOARD OF DIRECTORS MEETINGS
(Tentative)
The purpose of the Board of Directors Meetings is to discuss Association business (agendas available at the HOA Office prior to each meeting).
| Thursday | January 5, 2017 | 7:00 PM |
| Thursday | February 2, 2017 | 7:00 PM |
| Thursday | March 2, 2017 | 7:00 PM |
| Thursday | April 6, 2017 | 7:00 PM |
| Thursday | May 4, 2017 | 7:00 PM |
| Thursday | June 1, 2017 | 7:00 PM |
| Thursday | July 6, 2017 | 7:00 PM |
| Thursday | August 3, 2017 | 7:00 PM |
| Thursday | September 7, 2017 | 7:00 PM |
| Thursday | October 5, 2017 | 7:00 PM |
Meeting dates and locations are tentative and will be published at Old Mill Community Council, Inc website at www.oldmillcommunity.com iI you would like to receive HOA notices and reminders by e-mail please send notice to [email protected] .
Note: A copy of this notice will be mailed to homeowhners and can be downloaded at the following hyperlink below:
Right click on: ANNUAL MEETING CALL & IMPORTANT BALLOT INFORMATION