Houston Firefighters Relief and Retirement Fund. Investing for Firefighters and Their Families

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1 Houston Firefighters Relief and Retirement Fund Investing for Firefighters and Their Families Board of Trustees David L. Keller, Jr. Chair Stephen R. Whitehead Vice Chair Francis Frank X. Maher Secretary Garry W. Blackmon, Sr. Trustee Juliet N. Higgins Trustee Brett R. Besselman Trustee Lisa R. Slagle Citizen Member Albertino Al Mays Citizen Member Arif Rasheed City Treasurer designee Earnest W. Wotring Mayor s Representative Ralph D. Marsh Executive Director Date: May 22, 2018 To: Re: Members of the Houston Firefighters' Relief and Retirement Fund Board of Trustees Acceptance of Nominations for Positions I and X The following serves as a notice requesting nominations for Positions Number One (I) and Ten (X), in accordance with Section II, 7.04 and 8.01 of the Houston Firefighters' Relief and Retirement Fund Policies and Procedures Manual, which states: 7.04 Nomination forms shall consist of a statement including who is to be nominated and by whom Those who personally submit their nomination for a position I, II, III, IV, V or X on the Board of Trustees will automatically be placed on the ballot unless the Financial Disclosure Form is not submitted by the established deadline. o o Position I - Nominees for Position I must be selected from the ranks of Engineer/Operator or Firefighter Position X Nominees for Board position X, the retired firefighter position, established under Article 6243e.2(1), Section 2(b)(4) must be selected from those retired members with at least 20 years of participation in the Fund. Nomination forms may be downloaded from our web site or picked up at the Fund office at 4225 Interwood North Parkway during normal business hours (7:30 a.m. to 4:00 p.m.). Nonpreprinted nomination forms may be used, so long as the nomination form meets the requirements of Section II, 7.04 of the Fund's Policies and Procedures Manual. Completed nomination forms may be hand delivered by the nominee or other interested party or mailed to the Fund office (Can be received electronically). Nomination forms must be received at the Fund Offices located at 4225 Interwood North Parkway, Houston, Texas during normal business hours (7:30 A.M. until 4:00 P.M.) between August 1, 2018 and the third Friday in August (August 17, 2018) Candidates elected to Positions Number I and X will serve on the Board for a three - year term beginning January 1, The dates for acceptance of the mail ballots for this position will be October 1, 2018 through October 18, Sincerely, Francis Frank X. Maher Board Secretary PROJECT NAME Attachment 4225 Interwood North Parkway Houston, Texas TEL FAX

2 NOMINATION FORM This serves as a nomination form for Position Number One (1) for the Board of Trustees election, in accordance with Section II, 7.04 and 8.01 of the Houston Firefighters' Relief and Retirement Fund Policies and Procedures Manual, which states: 7.04 Nomination forms shall consist of a statement including who is to be nominated and by whom Those who personally submit their nomination for a position I, II, III, IV, V or X on the Board of Trustees will automatically be placed on the ballot. Any nomination form not completed in this manner will be considered void. Nominees for Position I must be selected from the ranks of Engineer/Operator or Firefighter Nominee: Name: signature payroll number Position: I Nominated by: Name: (please indicate if nominating self) signature payroll number The candidate elected to Position Number One (I) will serve a three-year term beginning January 1, The date for casting ballots for this position will be announced at a later date. Rev. May 2018

3 NOMINATION FORM This serves as a nomination form for Position Number Ten (X) for the Board of Trustees election, in accordance with Section II, 7.04 and 8.01 of the Houston Firefighters' Relief and Retirement Fund Policies and Procedures Manual, which states: 7.04 Nomination forms shall consist of a statement including who is to be nominated and by whom Those who personally submit their nomination for a position I, II, III, IV, V or X on the Board of Trustees will automatically be placed on the ballot. Nominees for Board Position X, the retired firefighter position, established under Article 6243e.2(1), Section 2(b)(4) must be selected from those retired members with at least 20 years of participation in the Fund. Nominee: Name: signature payroll number Position: X Nominated by: Name: (please indicate if nominating self) signature payroll number The candidate elected to Position Number Ten (X) will serve a three-year term beginning January 1, The date for casting ballots for this position will be announced at a later date. Rev. May 2018

4 Election Schedule for Positions I and X BOARD OF TRUSTEES ELECTION PROCESS The Houston Firefighters' Relief & Retirement Fund is created by state statue, which gives the Board of Trustees responsibility for conducting its business. The 10 member board consists of five active firefighters, the city treasurer, the mayor or his/her appointed representatives, two citizen members elected by the firefighter trustees, and a retiree who is elected by other retiree members. The active firefighter trustees represent various ranks in the Houston Fire Department. The following is a summary of the Fund s election process: 1) Election Schedule for Positions I and X In the SUMMER 2018 edition of the Red Line newsletter members are notified that nominations will be accepted; and through the Houston Fire Department workplace system and posted on the Fund's website (by July 1, 2018). INITIAL ELECTION - Dates Run-off 8/01-8/17 Acceptance of Nomination Forms N/A 8/24 Election Meeting (Accept all forms until Close of Business) 10/26 10/1 Mail Ballots and Election Profile (Includes newsletter and instructions for casting ballot) 11/1 10/18 Ballots Due to Independent Auditor/Election Service 11/19 10/19 Independent Auditor/Election Service 11/20 Announce Winner Elections results posted on & newsletters 2) Position available in upcoming regular election: Positions I, and X 3) Who is eligible to run for open position? 2019 Election: Position I must be selected from the ranks of Engineer/Operator or firefighter Position X a retired firefighter position, established under Article 6243e.2(1), Section 2(b)(4) (must be selected from those retired members with at least 20 years of participation in the Fund) Page 1 of 3 Rev. April 2018

5 Election Schedule for Positions I and X 4) How do candidates file for election? Candidates must submit all forms to the Fund. All forms must be received at the Fund Offices located at 4225 Interwood North Parkway, Houston, Texas during normal business hours (7:30 A.M. until 4:00 P.M.) between August 1, 2018 through August 17, 2018 (3 rd Friday in August). Nomination forms consist of a statement including who is to be nominated and by whom. Nomination forms are available via the Fund website or may be picked up at the Fund office. Nominees must submit the required Financial Disclosure Form to the Fund's Chief Legal Officer or designee by the close of business (4:00 PM CST) on the fifth business day, following the notification of nomination for Positions I, and X. 5) How is the voting process handled? Ballots are mailed via first class mail by an outside printing company or election service that creates the ballots. Ballots are then due back to the independent auditor or election service no later than three (3) weeks following the mail out of the ballots. The Board of Trustees ballot is printed on paper which cannot be reproduced. Ballots containing a reference to a write-in candidate are not counted. The independent auditor/election service conducting the Board of Trustees election shall be given, via e- mail, a list containing the current names and addresses of all active firefighters and a list containing the current names and addresses of all retired members with at least 20 years of participation in the Fund. The independent auditor/election service will use his/her lists to generate and record returned ballots. The mailing service/election service used for the Board of Trustees election makes written representation that the ballots received by the auditor/election service have been fully accounted for and mailed in a responsible manner. Each ballot printed is accounted for by its individual number. Elections are held by means of a secret ballot, through the mail and are handled by an independent auditor/election service, who determines the results. Should a candidate for election fail to secure a majority of votes cast, a run-off election is held. The two (2) candidates receiving the largest number of votes are eligible for the run-off. 6) What is the timing of the elections? Normal election process begins in July, for all Trustee positions that expire on December 31 of that same year. The process may last until mid-october (approximately 3-4 months). If there is a run-off, the process may last until mid-november. A special election may be conducted at any time for any vacant positions due to death, resignation, termination or any other reason. (See #1 for an election schedule). Page 2 of 3 Rev. April 2018

6 Election Schedule for Positions I and X The following Positions expire on December 31 st of the year indicated: Position I (must be selected from the ranks of Engineer/Operator or Fire Fighter) - Expires 2018* Position II (must be selected from the classification of Captain or Sr. Captain) - Expires 2019 Position III (must be selected from the ranks of District Chief, Deputy Chief, or Assistant Chief) - Expires 2020 Position IV (must be selected from personnel who devote full time to Fire Prevention or Fire Investigation and who are not members of the suppression division) - Expires 2020 Position V (must be selected from the classified firefighters assigned to work full time in Fire Alarm Division - Expires 2019 Position X, the retired firefighter position, established under Article 6243e.2(1), Section 2(b)(4), (must be selected from those retired members with at least 20 years of participation in the Fund) - Expires 2018* Sincerely, Francis Frank X. Maher, Secretary Houston Firefighters Relief and Retirement Fund Board of Trustees Page 3 of 3 Rev. April 2018