RULES MUNICIPAL EMPLOYEES', OFFICERS', AND OFFICIALS' ANNUITY AND BENEFIT FUND OF CHICAGO

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1 RULES FOR CONDUCTING ELECTIONS FOR THE MUNICIPAL EMPLOYEES', OFFICERS', AND OFFICIALS' ANNUITY AND BENEFIT FUND OF CHICAGO For the Purpose of Electing Board Members of THE MUNICIPAL EMPLOYEES', OFFICERS', AND OFFICIALS' ANNUITY AND BENEFIT FUND OF CHICAGO In Accordance with the Act Creating such Retirement Board

2 REVISED (August 20, 2009) THE MUNICIPAL EMPLOYEES', OFFICERS', AND OFFICIALS' ANNUITY AND BENEFIT FUND OF CHICAGO 221 North LaSalle Street Room 500 Chicago, Illinois MEMBERS OF THE BOARD John K. Gibson President Steve Lux Vice President Hon. Stephanie Neely... Treasurer Joseph M. Malatesta.... Recording Secretary Peter Brejnak Trustee 1

3 REVISED Section 1 Steve Lux and Peter Brejnak, Trustees of the Municipal Employees', Officers, and Officials' Annuity and Benefit Fund of Chicago, shall constitute the Committee on Election and shall decide the form of ballot to be used, and the number and location of polling sites. Section 2 All disputes shall be referred to the Committee on Election and the findings of such Committee shall be final and conclusive. Section 3 The Committee on Election shall appoint the necessary number of Clerks to function at the voter identification section and any other place that might be necessary for the orderly conduct of the election. Section 4 Any employee participant who holds a position by virtue of Certification or Career Service (as distinguished from temporary appointment or exempt position), for a period of not less than five (5) years prior to the date of Election is eligible to become a Candidate for Trustee. Section 5 a) In order for an employee participant to have his or her name placed upon the printed ballot as a Candidate in this election, he or she must submit a Nominating Petition and an Affidavit to the Fund. The Nominating Petition must contain: the employee participant s name, and the signatures of at least seventy-five (75) other employee participants, along with their Social Security numbers, in support of his or her candidacy for Trustee. The Affidavit must contain a statement that the employee participant desires to have his or her name placed upon the ballot for Trustee at the election to be held on September 25, 2009, and include his or her name, address, social security number, payroll number, and department number. Said Affidavit must be signed, notarized and filed in person with the Municipal Employees, Officers, and Officials Annuity and Benefit Fund of Chicago within the dates and times listed in Section 5 (c). b) Employee participants who are desirous of becoming a Candidate at this election may obtain Affidavits and Nominating Petitions on or after Friday, September 4, 2009, from the office of the Executive Director of the Fund, Room 500, 221 2

4 North LaSalle Street, Chicago, Illinois between the hours of 8:00 A.M. and 4:30 P.M. c) Affidavits and Nominating Petitions must be filed, in person, at the Office of the Fund, Room 500, 221 North LaSalle Street, Chicago, Illinois, on any day from Tuesday, September 8, 2009, to and including Friday, September 11, 2009, during the hours of 8:00 A.M. and 4:30 P.M. Section 6 The names of the Candidates shall be printed on the ballot in the order of their filing in the office of the Fund. In the event Affidavits and Nominating Petitions from two or more employee participants are received at the same time, their position on the ballot shall be determined by lottery. The Executive Director of the Fund shall have these names placed in a container and the names of these employee participants shall be placed on the ballot in the order in which the are withdrawn. This procedure shall take place as soon as conveniently possible after the simultaneous filing of said Nominating Petitions. Those individuals who filed said Petitions are entitled to remain and observe this procedure. Section 7 Any Candidate who has filed an Affidavit and Nominating Petition may withdraw same by filing written notice of withdrawal with the Executive Director of the Fund before four-thirty (4:30) o'clock P.M. on Tuesday, September 15, Only the names of eligible participants who have filed valid Nominating Petitions and Affidavits shall be printed on the ballot. If only one employee participant files a valid Affidavit and a valid Nominating Petition to become a candidate for election, the Committee on Election shall certify the Results of Election and declare this candidate the winner. Notice of the Certification and Results of Election will be posted on the Fund s website at Section 8 If more than one employee participant files valid Affidavits and Nominating Petitions, the said election shall be held in the Fund Offices located in Room 500, 221 North LaSalle Street, Chicago, IL 60601, Friday, September 25, The hours of said election shall be from 6:00 A.M. to 6:00 P.M. The polls shall be opened for the receipt of ballots promptly at 6:00 A.M. and shall be closed for the receipt of such ballots promptly at 6:00 P.M., excepting for the receipt of such ballots as may be cast by persons who shall be in the polling place at such hour for the purpose of casting such ballots. 3

5 Section 9 All persons who are employee participants in the Fund at the time such election is held are eligible to vote. Each employee participant requesting a ballot must adequately identify himself or herself at the identification section by means of a City of Chicago or Board of Education identification card, a valid drivers' license, or some other form of proper identification. If an employee participant does not appear on our master listings, he or she will be allowed to vote, however, the ballot will be placed in a sealed envelope with the employee participant's social security number on the outside and the voter will place it in the ballot box, so that the membership can be verified at the counting of the ballots. Section 10 For each polling place, a candidate may select one (1) Judge of Election and two (2) Judges of Election may be selected by the Committee on Election. The Committee on Election shall designate the number and the individuals selected as Judges, who shall serve at any one time at the same ballot box. Each Judge of Election shall be a member of the Fund. a) Each ballot shall be initialized by a Judge of Election before such ballot is given to the voter and no ballot shall be counted which has not been so initialized. b) The Judges of Election shall count the ballots. c) The Candidate receiving the highest number of votes shall be declared elected. Section 11 For each polling place, a Candidate may appoint one (1) person to act as Poll Watcher during the hours designated for voting and during the counting of the ballots. Poll Watchers are required to conduct themselves in an orderly manner. Each Poll Watcher shall be a member of the Fund. Section 12 Suitable badges shall be furnished to those individuals serving as Judges of Election, Poll Watchers, and Clerks for the election. Names of Judges and Poll Watchers must be submitted by candidates in writing, and be received at the Fund office no later than the close of business Thursday, September 24, Section 13 No electioneering is permitted inside any public building on the 4

6 day of the election. This includes the wearing of any badge or other insignia in support of any Candidate. Section 14 For the Trustee Election of the Municipal Employees', Officers', and Officials', Annuity and Benefit Fund of Chicago, the Retirement Board shall provide an adequate number of ballots, ballot boxes, lists of names of active employee participants, gummed slips with which to seal ballot boxes, envelopes for return of unused and spoiled ballots for such election, and also such other election paraphernalia as may be required for each voting place. Section 15 Each person voting at a polling place must mark his or her own ballot, fold the ballot in such a manner as to keep the vote secret, and personally deposit the ballot in the ballot box. Section 16 The Committee on Election is hereby empowered to alter these rules or make and enforce such further rules or appoint other individuals as proxies as the said Committee may deem advisable for the proper and orderly conduct of said election. All inquiries are to be addressed to the election coordinator. 5