1 W. Main St. | Newcastle, WY 82701
Weston County Library - 23 West Main St.
Weston County Clerk
Left to right – County Clerk Becky Hadlock, Assistant Deputy Clerk Amber Prell, Deputy Clerk Mona Wineteer and Assistant Deputy Clerk Sarah Thompson.
Photo Courtesy of Weston County Gazette
Welcome to the Office of the Weston County Clerk
The County Clerk is elected to a four-year term, and is mandated by the Wyoming State Legislature to provide a vast number of government services to the citizens of Weston County and Wyoming.
Office Duties and Responsibilities
Clerk to the Board of Commissioners
The County Clerk prepares agendas, records, and distributes the minutes of all meetings held by the Board of Commissioners. Persons wishing to be appear should call for an appointment time on the agenda. On behalf of the Commissioners, the County Clerk also maintains appointments, files, minutes, and budgets for appointed boards. The Clerk interfaces and coordinates with all county departments, employees, boards, and vendors, as well as state agencies and offices. The County Clerk performs other duties as assigned, special projects, and ad hoc tasking as required.
The Board of Commissioners meet in regular session on the first and third Tuesdays of each month. Meetings are held at 9:00 a.m. in the Commissioners’ Room at the Weston County Courthouse, unless otherwise advertised. The Courthouse is located at 1 West Main Street, at the top of Main Street in Newcastle.
Minutes from 2010 to present are available on the Commissioners’ page on the County website at www.westongov.com. All of the archived minutes are currently being scanned and will be available online in the future, projected for 2018. Persons wishing a copy of the minutes that are not on the website can make a request to the County Clerk, and must pay the rate determined by the County Clerk, per Wyoming Statute 18-3-402(a)(xvi).
Chief Election Officer
The County Clerk is the Chief Election Officer, and as such, is responsible for the conduct of all statewide and countywide elections, including primary, general and special elections. The County Clerk serves as the Registrar of Voters with responsibilities for maintaining the files of registered voters in Weston County; conducting election judge training, maintaining information on office holders and candidates as required by the Fair Political Practice Commission; and managing a voter registration system that connects Weston County to all counties statewide.
The County Clerk issues certificates of title for motor vehicles, motorcycles, ATVs, snowmobiles, and non-motorized vehicles, watercraft, trailers, mobile homes, and processes transfer of ownership and duplicate title applications.
- Titles are released once proof of payment of sales tax is presented.
- Titles with liens are sent to the lienholder.
- All out-of-state titles require a VIN Inspection. Call law enforcement dispatch at 746-4486.
- In order for the Clerk’s Office to notarize a title, the name of the new owner/buyer must be printed on the back of the title. For open titles, please see a notary at a bank or other location.
Budgets and Accounting
The County Clerk serves as the Chief Budget Officer, and manages tasks related to accounting, payroll, grants, and fixed assets. All tasks are completed in accordance with Generally Accepted Accounting Principles (GAAP), per Wyoming Statute 16-4-120(c).
Budgets from 2010 to present are available online. Persons wishing a copy of a budget that is not on the website can make a request to the County Clerk, and must pay the rate determined by the County Clerk, per Wyoming Statute 18-3-402(a)(xvi).
The County Clerk handles all areas of payroll, from enrollment of new employees to issuing payroll checks, payment of all taxes, benefits and associated programs, such as Worker’s Compensation and Wyoming Retirement.
The County Clerk administers liquor license applications; maintains the records for all liquor licenses and/or malt beverage permits in Weston County; and maintains liquor license rules per Wyoming Liquor Division for existing, new and transfer of liquor licenses, 24-hour catering permit applications, and 24-hour malt beverage permit applications.
The vault is open to the public on regular business days from 8:00 a.m. to 4:30 p.m., excluding holidays. Due to liability, the Clerk staff does not conduct research. A land or title company can also be engaged for research
The County Clerk maintains permanent records of all filed and recorded real property documents by metes and bounds, including oil and gas leases, royalty, warranty, and quit claim deeds; processes, files, and indexes papers pursuant to state law and local ordinance; and maintains permanent records of property documents, records, and subdivision maps. Other documents filed include mortgages, oil and gas liens with overriding royalties, affidavits of heirship, survivorship, notary public, military discharges, and powers of attorney.
In 2017-2018, the Clerk’s Office digitized the entire land vault, from the founding of Weston County to present. Weston County’s recorded documents are now available on the web at Weston County Land Records, allowing customers to subscribe and gain access, view, download and/or print images. For an account, please contact Big Horn Imaging LLC at 307-461-8800.
Liens and Uniform Commercial Code
The County Clerk is charged with the filing of personal, federal, and state tax liens, as well as perfecting, releasing, amending, and continuing security interests.
The County Clerk receives and records all submitted records as listed above, including the filing of maps and the maintenance of cross-referenced indices. Documents for recording can be submitted via mail; please see the fee schedule for applicable recording fees, or contact our office for more information.
Effective January 1, 2017, the Office of Weston County Clerk also accepts land records electronically. To get started eRecording, please contact one of our vendors: Simplifile at 800-460-5657, or Corporate Services Company at 866-652-0111.
For new or renewal notary applications, please visit the Notary Division of the Wyoming Secretary of State’s website at https://soswy.state.wy.us. Once your application has been processed, you may file your bond with the certificate with the County Clerk.
The County Clerk issues marriage licenses according to application requirements provided by the State of Wyoming, per Wyoming Statute 20-1-103. Certified copies of marriage licenses issued by Weston County Clerk may be obtained by request.
To obtain a copy of a birth certificate, death certificate, marriage license or divorce decree, please contact the Wyoming Department of Health in Cheyenne, Wyoming at 307-777-7591 or https://www.health.wyo.gov/rfhd/vital_records/index.html.
Chairman of the Weston County Commission
Past County Elected Officials
Lists of former county elected officials are now available online! These date back to 1915!