Motion to Reschedule the 2023 Annual Meeting of the Members and to Provide for the Regulation Thereof

During a Special Meeting of the Board of Directors held on August 31, 2023, the Board adopted the following Motions.

NOTE: This text is provided as a convenience for members.  In the event of a conflict between this text and the Minutes of the meeting, once certified, the official Minutes shall be authoritative.  Due to the technical capabilities of this website, the numbering and/or lettering within the Motions is likely to differ from the Official Minutes.

Motion to Reschedule the 2023 Annual Meeting of the Members and to Provide for the Regulation Thereof:

1. The date for the 2023 Annual Meeting of the Member is hereby rescheduled to be held on October 14, 2023. The meeting will be held in the Town Council Chamber of Dubois Town Hall, 712 Meckem St, Dubois, Wyo. and shall convene at 10:00 AM. 
2. The slate of candidates running for the three Director seats up for election this year shall remain as previously certified and announced.
3. The Social Committee Chair shall act as custodian of proxies, ballots, and ballot-counting for the 2023 Board of Directors election and shall appoint at least four (4) election officials for vote counting. While election officials shall be the only people authorized to handle or move proxy forms and ballots physically, any Member may observe the actions of election officials and counting of the election officials.
4. Proxies received as a result of the prior notification of the Annual Meeting of the Members that was scheduled for September 9, 2023, shall remain valid unless superseded by another proxy from the same owner(s) or by their voting in person at the Annual Meeting of the Members scheduled for October 14, 2023. The new deadline for the receipt of proxies via U.S. Mail shall be on or before October 10, 2023. Mail that clearly indicates the inclusion of a proxy shall not be opened prior to the day of the Annual Meeting of the Members and only by duly authorized election officials.
5. Authorization to send an updated owner notification mailing for the rescheduled 2023 Annual Meeting of the Members which shall contain, at minimum, the same content as the prior notification mailing but with updated dates, explanation, and location information. 
6. Authorization to submit an updated notice of the Annual Meeting of the Members for publication in the local newspaper.
7. Candidates who cannot attend the Annual Meeting of the Members may submit a pre-recorded video of their candidate speech for playing during the Annual Meeting, where they would have been invited to stand and address the Members. Videos must be received at least three days in advance to allow for testing with equipment.
8. The rules for ballot handling and counting on the day of the Annual Meeting of the Members shall be as follows:
   1. There will be a Master Roll of Owners with checkboxes for 1) Owner filed a Directed Vote Proxy, 2) Owner filed a Proxy designating another to vote on their behalf (along with the name of the desginee), and 3) ballot issued to owner or designee. The Master Roll shall reflect the lot ownership data as recorded with Fremont County, Wyoming.
   2. Before 9:30 AM, the election officials will open and sort all proxies received on or before the deadline date for receiving. There shall be two stacks: one for proxies which direct a specific vote pattern for their ballot and one stack for those who designated someone attending the meeting to act as their proxy and vote on their behalf.
   3. Starting at 9:30 AM and continuing until a successful Motion to Close the Vote in the Annual Meeting, when owners check-in, they shall be provided a ballot. Those named as another owner's proxy shall be issued the related ballot as well. Any owner who filed a directed vote proxy who attends in person shall have their directed vote proxy returned to them and shall be given their ballot to complete as they choose. Any owner who had filed a proxy form designating someone else to vote on their behalf will have their proxy form returned to them and their ballot issued to them. In the event that the person who was designated to act as their proxy arrives before the owner, the owner will be directed to seek out their proxy and reclaim their own ballot.
   4. Ballots may only be turned in to the election officials during the designated vote-casting recess during the Annual Meeting. Upon a successful Motion to Close the Vote, no further ballots shall be accepted by the election officials and the election officials shall proceed to complete ballots for absent owners who validly filed a directed vote proxy in accordance with their voting choices indicated on the proxy form. After doing so, the election officials shall tally the vote from the ballots and when all agree on the count, the final results shall be delivered on paper to the President during the Annual Meeting for announcement at the designated time in the Agenda.
   5. Proxy forms will not be accepted at the Annual Meeting. Signed proxy forms must be received via U.S. Mail to the Association's PO Box on or before October 10, 2023 to be considered valid.
   6. In the event of a disagreement with ownership or the number of lots for a given owner, the election officials shall either require documentary proof of the difference--or shall rely on the Fremont County GIS System's records as the default–in accordance with the recommendation by the County Assessor's office as being the most accurate data available. Any dispute not resolvable by the election officials to the satisfaction of the owner shall immediately be brought to the attention of the President for consideration by the Board of Directors. The President shall interrupt the agenda to allow for a "Motion to Suspend the Rules and Consider (the disputed issue from the election officials)." Voting may not be closed if there are any outstanding disputes regarding ownership or lot count brought to the President by the election officials.