Annual board meeting (proxy form) – 8/24/25

Please fill out the proxy for the annual meeting on Sunday, August 24 at 4 PM.

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 24, 2025

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.  Three Board positions are open for election. If you do not plan on attending the meeting, please fill out the proxy form with the information in this Word document filled out 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:
– Roofing project update
– Projects in 2025
– Projects in 2026
– Financial reports: maintenance and reserves budgets
– 2026 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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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 24, 2025, 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 homeowners to the board or to place your own name into nomination. 

Terms expiring:  Dan N. (President), Steve D. (Treasurer), and Randy M. (Member at Large)
Terms continuing through 2026:  Shawnna A. (Vice President), Kathy N. (Secretary)

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:

Roofing project update – 7/22/2025

76% of roofing project is complete.

IMPORTANT INFORMATION:
Robin Meadows Roofing Project Letter | Roofing FAQ
Preparing for your new roof | Door notification

  • ALMOST 80% OF THE ROOFING PROJECT IS COMPLETE: To date, five triplexes, one duplex, and 18 single-family homes have been completed. 35 of 46 roofs (76%) have been finished. Please take a look at your home and note any issues with pictures and an e-mail to the board.

  • CONTINGENCY BUDGET: Through the first 28 homes, we spent $24,900.19 on contingencies, which is $3,099.81 under budget. A third of the contingencies were from the 3169/3171/3173 ($4,943.62) and 3151/3153/3157 ($3,759.88) triplexes. Three other homes (3179: $1,934.82 | 3160: $1,927.81 | 3165: $2,914.47) were over budget on a per-home basis while the rest were under budget. These nine homes account for over 62% of the contingency spending.

  • DRIVEWAY ACCESS: Cooper Mountain will need full access to your driveway while working on your roof. Please move all vehicles from your driveway to protect your vehicle and facilitate your roofing being replaced in a timely manner.

  • WEATHER: Remember that roofing is weather-dependent. Rain, extreme heat, or smoke from wildfires can delay the work.

  • REPLACEMENT SCHEDULE: The following is the tentative order of roof replacement. Weather, crew availability, material delivery, and other factors may alter the schedule. Owners will be notified several days in advance of material delivery and/or work beginning on their home.

1. 3211/3213/3215 (DONE, 5/27),
2. 3169/3171/3173 (DONE, 6/6), 3151/3153/3157 (DONE, 6/14)
3. 3179 (DONE, 6/14), 3181 (DONE, 6/13), 3187 (DONE, 6/12), 3189 (DONE, 6/8), and 3201 (DONE, 6/13)
4. 3203 (DONE, 6/12), 3205 (DONE, 6/12)
5. 3125, 3127, 3129 (DONE, 7/11), 3027, 3130, 3132 (DONE, 6/18)
6. 3071, 3073 (DONE, 6/23), 3077/3079/3081 (DONE, 7/20), 3085 (DONE, 6/30), 3087 (DONE, 7/17)
7. 3170/3168 (DONE, 7/8), 3162 (DONE, 7/1), 3160 (DONE, 6/30), 3167 (DONE, 6/25), 3165 (DONE, 7/10)
8. 3084, 3082, 3078, 3076, 3074
9. 3206/3204/3202 (Currently being worked on, 7/22), 3214/3212/3210 (Currently being worked on, 7/22)

Wood chip project – Help beautify Robin Meadows and save money!

Wood chip drops have started so grab a shovel, bring a wheelbarrow if you’ve got one, and help beautify the property and save yourself some money.

To improve our soil health, retain soil moisture, and save money, the HOA has arranged for free wood chip deliveries starting in July through GetChipDrop.com.

Our first chip drop was delivered in the northeast corner of the property on Wednesday, July 9, 2025. Over the next several months, wood chip piles will be placed around the property for community use.

How You Can Help

One of the best ways we can keep our HOA dues from rising is by pitching in when we’re able—especially for projects like spreading wood chips. It’s a perfect example of how a little bit of elbow grease goes a long way.

By volunteering just a bit of time to help move and spread the chips, we can enhance curb appeal, improve soil health, retain moisture in garden beds, and prevent weeds—all without paying for outside labor.

We need volunteers to help spread the chips 2–4 inches deep in flower beds and bare areas around the property.

Basic Instructions for Spreading Chips:

  1. Gather supplies: A wheelbarrow, shovel or pitchfork, and rake are helpful. (Ask a neighbor to borrow their supplies if you don’t have any.)
  2. Depth matters: Aim for 2 to 4 inches of coverage. Too little won’t retain moisture; too much can smother plants. When in doubt, if there are no plants in the area, aim for 4 inches of coverage.
  3. Keep clear zones: Avoid piling chips directly against tree trunks, shrubs, or home siding to prevent rot and pests.
  4. Rake smooth: Spread chips evenly to create a tidy, finished appearance.

Want Chips for Your Own Yard?

Homeowners are welcome to take as many chips as they need for their front yards. Just bring your own container and tools!

Why Wood Chips Instead of Barkdust?

Installing barkdust professionally would cost over $20,000, according to the 2025 reserve study. Barkdust is also lighter and often gets blown away by landscaping tools—not a good long-term investment. In contrast, wood chips:

  • Stay in place
  • Improve soil health over time
  • Improve soil moisture retention
  • Suppress weeds
  • Cost the HOA nothing

This is how we keep our dues down while still maintaining a beautiful community. It’s a great return on a small investment of time and energy.

So grab a shovel, bring a wheelbarrow if you’ve got one, and join us! Every load spread helps protect our property—and our wallets.

Roofing project update – 7/8/2025

Roofing project is over 60% complete.

IMPORTANT INFORMATION:
Robin Meadows Roofing Project Letter | Roofing FAQ
Preparing for your new roof | Door notification

  • 61% OF THE ROOFING PROJECT IS COMPLETE: To date, three triplexes, one duplex, and 17 single-family homes have been completed. 28 of 46 roofs (61%) have been finished. Please take a look at your home and note any issues with pictures and an e-mail to the board.

  • DRIVEWAY ACCESS: Cooper Mountain will need full access to your driveway while working on your roof. Please move all vehicles from your driveway to protect your vehicle and facilitate your roofing being replaced in a timely manner.

  • WEATHER: Remember that roofing is weather-dependent. Rain, extreme heat, or smoke from wildfires can delay the work.

  • REPLACEMENT SCHEDULE: The following is the tentative order of roof replacement. Weather, crew availability, material delivery, and other factors may alter the schedule. Owners will be notified several days beforehand of material delivery and/or work beginning on their home.

1. 3211/3213/3215 (DONE, 5/27),
2. 3169/3171/3173 (DONE, 6/6), 3151/3153/3157 (DONE, 6/14)
3. 3179 (DONE, 6/14), 3181 (DONE, 6/13), 3187 (DONE, 6/12), 3189 (DONE, 6/8), and 3201 (DONE, 6/13)
4. 3203 (DONE, 6/12), 3205 (DONE, 6/12)
5. 3125, 3127, 3129 (MATERIAL DELIVERED, 6/16) , 3027, 3130, 3132 (DONE, 6/18)
6. 3071, 3073 (DONE, 6/23), 3077/3079/3081 (MATERIAL DELIVERED, 6/24), 3085 (DONE, 6/30), 3087 (MATERIAL DELIVERED, 6/24)
7. 3170/3168 (DONE, 7/8), 3162 (DONE, 7/1), 3160 (DONE, 6/30), 3167 (DONE, 6/25), 3165 (MATERIAL DELIVERED, 6/24)
8. 3084, 3082, 3078, 3076, 3074
9. 3206/3204/3202, 3214/3212/3210

Roofing project update – 7/1/2025

Roofing project is over 50% complete.

IMPORTANT INFORMATION:
Robin Meadows Roofing Project Letter | Roofing FAQ
Preparing for your new roof | Door notification

  • 52% OF THE ROOFING PROJECT IS COMPLETE: To date, three triplexes and 15 single-family homes have been completed. 24 of 46 roofs (52%) have been finished. Please take a look at your home and note any issues with pictures and an e-mail to the board.

  • DRIVEWAY ACCESS: Cooper Mountain will need full access to your driveway while working on your roof. Please move all vehicles from your driveway to protect your vehicle and facilitate your roofing being replaced in a timely manner.

  • WEATHER: Remember that roofing is weather-dependent. Rain, extreme heat, or smoke from wildfires can delay the work.

  • REPLACEMENT SCHEDULE: The following is the tentative order of roof replacement. Weather, crew availability, material delivery, and other factors may alter the schedule. Owners will be notified several days before hand of material delivery and/or work beginning on their home.

1. 3211/3213/3215 (DONE, 5/27),
2. 3169/3171/3173 (DONE, 6/6), 3151/3153/3157 (DONE, 6/14)
3. 3179 (DONE, 6/14), 3181 (DONE, 6/13), 3187 (DONE, 6/12), 3189 (DONE, 6/8), and 3201 (DONE, 6/13)
4. 3203 (DONE, 6/12), 3205 (DONE, 6/12)
5. 3125, 3127, 3129 (MATERIAL DELIVERED, 6/16) , 3027, 3130, 3132 (DONE, 6/18)
6. 3071, 3073 (DONE, 6/23), 3077/3079/3081, 3085, 3087 (MATERIAL DELIVERED, 6/24)
7. 3170/3168 (MATERIAL DELIVERED, 6/24), 3162 (DONE, 7/1), 3160 (DONE, 6/30), 3167 (DONE, 6/25), 3165 (MATERIAL DELIVERED, 6/24)
8. 3084, 3082, 3078, 3076, 3074
9. 3206/3204/3202, 3214/3212/3210