Annual board meeting (proxy form) – 8/2/26

Please fill out the proxy for the annual meeting on Sunday, August 2 at 4 PM.

Annual meeting

NOTE: While every homeowner is encouraged to attend the annual meeting, homeowners who are delinquent on dues cannot vote per Article III, 3.2 of the Bylaws.

All homeowners are hereby notified that the Annual Meeting of the Robin Meadows Homeowners’ Association, Inc. is called as follows:

DATE: Sunday, August 2, 2026

TIME: Sign-In: 3:45 p.m. | Call to Order:4:00 p.m.

PLACE: Central Common Area | Please bring chairs.

PURPOSE:  To transact association business, which may properly come before the meeting or any adjournment thereof.  Two board positions are open for election. If you do not plan on attending the meeting, please fill out the proxy form with the information below so a quorum can be met.

AGENDA
1. Sign-In – 3:45 p.m.
2. Call to Order – 4:00 p.m.
3. Report on Quorum
4. Reading of Minutes of Last Annual Meeting
5. Introduction of Directors and Officers
6. Reports:
– Projects in 2026
– Projects in 2027
– Financial reports: maintenance and reserves budgets
– 2027 budget

7. Nominations for Director Positions
8. Election of Directors – Announcement of Election Results
9. New Business – Comments from Members                   
10. Adjournment

WHAT IS A QUORUM?
According to 10.6 of our Bylaws, at least 16 homeowners must fill out a proxy or attend the meeting for the annual meeting to take place.

WHAT IS A PROXY?
A proxy includes both your appointment of someone to vote for you in your absence at the meeting, as well as instructions as to how you want that person to vote.  You may also choose the top option below to ensure a quorum is met.

WHY IS A PROXY NEEDED?
A proxy is needed to ensure that the number of votes required under the By-Laws for conducting business is met.

DO I NEED TO E-MAIL MY “PROXY FORM” IF I AM COMING TO THE ANNUAL MEETING?
Yes.  We want your vote to be represented at the meeting.  Circumstances might come up that prevent you from attending.  It is best to fill out your proxy even if you plan on attending the meeting.  If you attend the meeting, you may revoke your proxy and vote on the ballot distributed at the meeting.

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Thank you for your response. ✨

PROXY FORM: I, the undersigned, hereby attest that I am the Owner of the Lot Number(s) listed below in the Robin Meadows, and that I do hereby appoint the following proxy, for and in my name, place, and stead at the Annual Meeting to be held on Sunday, August 2, 2026, at 4:00 pm and any lawful adjournments thereof. I understand that this proxy is not transferable. I appoint (check only the ONE box that applies):

If you chose the second option, fill out the following information:

NOMINATIONS FORM
Please use this form to nominate homeowner(s) to the board or to place your own name into nomination. 

Terms expiring:  Shawnna A. (Vice President), Kathy N. (Secretary)
Terms continuing through 2027:  Dan N. (President), Steve D. (Member at Large), and William K. (Treasurer)

I nominate the following homeowner(s) (please include first name and the first letter of their last name to be considered at the Robin Meadows annual meeting for election to the Board of Directors:

Author: Robin Meadows

The account for the Robin Meadows HOA board in Hillsboro, OR.