During a Regular Meeting of the Board of Directors held on March 13, 2025, the following motions regarding the 2025 Annual Meeting of the Members were adopted unanimously by the Directors present for the meeting:
- Adopted Motion: For members' notification, the ULWSA shall continue to regard ownership data and mailing addresses retrieved from Fremont County public records as authoritative. Owners who notify the Board of Directors of an alternate mailing address at least five (5) business days but no more than twenty (20) business days before any mailing sent out by the ULWSA shall be notified at the updated address provided to the Board of Directors, except where ownership records show a change in ownership prior to any mailing. The Board of Directors continues to advise members to keep their mailing address up to date with the Fremont County Assessor's Office. When notifications are sent by email, they shall be sent en masse to all members currently subscribed to the ULWSA email list. The Board advises members to subscribe at http://www.ulwsa.org/join to be included in ULWSA email notifications.
- Adopted Motion: The next Annual Meeting of the Members will be held on May 3, 2025, and convene at 10:00 AM in the Council Chamber of the Dubois Town Hall, 712 Meckam Street, Dubois, Wyoming. The President is authorized and instructed to notify owners via email to subscribed members that those who are interested in running for either of the two Director positions subject to election at the Meeting shall make themselves known via email to “board@ulwsa.org” or via US Mail to “ULWSA Nominations, PO Box 692, Dubois WY 82513.” Nominations must be received no later than 5:00 PM MST on April 6, 2025. Nominations received after the deadline shall be disregarded, though any member shall be eligible via write-in votes via proxy or ballot. Nominations of candidates who are ineligible under Section 4.03 of the Bylaws shall be disregarded.
- Adopted Motion: Voting rights for the Meeting of the Members shall be allocated pursuant to Section 3.09 of the Bylaws:
- 1. Members may view member and lot count data used by the ULWSA as retrieved from Fremont County public records at https://owners.ulwsa.org/. Data shown on the web page is only current as of the time and date of the latest retrieval shown on the page.
- 2. In the event a member believes there is an error in their own record, they will need to contact the Fremont County Assessor's Office to ensure their data is updated.
- 3. In the event of a question as to the lot count of any owner, the matter shall be adjudicated by the Board of Directors, whose decision shall be final.
- 4. The data shall be updated and checked immediately prior to the generation of ballots, mailing lists, or the Master Roll of Members used at Meetings of the Members.
- Adopted Motion: Pursuant to Section 5.03 of the Bylaws, the Board hereby establishes a “Ballot Committee” to be charged with the counting and reporting of proxies and ballots relating to the Meeting of the Members being held on May 3, 2025. The President is authorized and instructed to notify owners via U.S. Mail and email to subscribed members that those who are interested in serving on the Ballot Committee shall make themselves known and explain their qualifications to serve via email to “board@ulwsa.org” or via US Mail to “ULWSA Nominations, PO Box 692, Dubois WY 82513.” Nominations must be received no later than 5:00 PM MST on April 6, 2025. Nominations received after the deadline shall be disregarded. The Board of Directors shall choose three to five members for the Ballot Committee, at their sole discretion, after the submission deadline and prior to April 30, 2025.
- Adopted Motion: For any member intending to cast a vote for the May 3, 2025 meeting, the ballots issued shall include identifying information of the owner and lot count. Members shall be entitled to request a “Secret Ballot” to be sent to them in US Mail or request it in person at the May 3, 2025 meeting.
- 1. Upon request, a single-vote ballot card shall be issued for each lot owned by the requesting member. To clarify: by issuing multiple single-vote Secret Ballots to owners of multiple lots, it will make it impossible to connect members to the vote(s) they cast.
- 2. Every Secret Ballot card shall have a unique control number to be used exclusively for validation of the ballot and no list shall be kept which would allow anyone to connect a Secret Ballot to the meber who casts it.
- 3. A list of valid Secret Ballot control numbers shall be made available to the Ballot Committee for validating the legitimacy of any Secret Ballot.
- 4. Upon issuance of a secret ballot, the member's entry on the Master Roll of Members shall be noted as having been issued a Secret Ballot. Any proxies or ballots otherwise submitted by the Member shall disregarded.
- 5. If a member loses their Secret Ballot(s), it will be impossible to re-issue them or provide a new ballot at the meeting since it will be impossible to invalidate the previously issued Secret Ballot(s).
- 6. In the event of a dispute regarding Secret Ballots, the Board of Directors shall adjudicate the matter, at their sole discretion and provide a final decision.
- Adopted Motion: On or about April 9, 2025, the President is authorized and instructed to notify owners via U.S. Mail as to:
- Notice of Annual Meeting (including location, time and place)
- Proxy voting postcard ballot, with instructions for use, and explanation of the Secret Ballot option
- General Meeting Agenda for the May 3, 2025 meeting
- Adopted Motion: On or about April 9, 2025, the President is authorized and instructed to notify members subscribed to the ULWSA email list as to:
- Notice of Annual Meeting (including location, time and place)
- Explanation of Secret Ballot option
- General Meeting Agenda for the May 3, 2025 meeting
- Adopted Motion: Prior to 5:00 PM on April 30, 2025, the President is authorized and instructed to provide a “Master Roll of Members” to the Ballot Committee for the purpose of logging the votes cast via any and all valid proxies and ballots received prior to 5:00 PM on April 30, 2025 onto the Master Roll of Members. Proxies and ballots received after 5:00 PM on April 30, 2025 shall be deemed invalid, unless presented in-person at the May 3, 2025 meeting by the deeded owner casting the vote(s). A new/replacement ballot card may be issued to deeded owners at the May 3, 2025 meeting to cast the member's vote(s) or to override a previous proxy voting card, provided that the member was not previously issued a Secret Ballot.
DISCLAIMER: The text provided in this article is for convenience only and may differ slightly from the actual approved Motions due to typographical errors, etc. The official text of each Motion will appear in the Minutes of the Regular Meeting of the Board of Directors held on March 13, 2025 once approved by the Board at it's next meeting. In the event of a discrepancy, the text that is approved by the Board in the Minutes will prevail.