Board Resolution 2006-02-05(b)

WHEREAS, section 7-198 of the Illinois Pension Code authorizes the Board of Trustees of the Illinois Municipal Retirement Fund (IMRF) to establish rules necessary or desirable for the efficient administration of the Fund; and

WHEREAS, section 7-175(e) of the Illinois Pension Code authorizes the Board of Trustees to establish rules and regulations governing the conduct of elections for trustee; and

WHEREAS, IMRF is subject to the requirements of the Illinois Freedom of Information Act, which requires certain IMRF records and documents to be made available for inspection and copying; and

WHEREAS, it is desirable that the Board of Trustees establish a policy regarding information that will be made available to candidates during elections for the IMRF Board of Trustees.

THEREFORE, BE IT RESOLVED that the following policy will govern information to be made available to candidates during elections for the IMRF Board of Trustees.

Executive Trustee Elections

Available information under the Illinois Freedom of Information Act includes:

IMRF employer names and addresses, plus the names and business addresses of IMRF Authorized Agents (available via electronic file, stock paper or mailing labels). (This information is also available to Employee and Annuitant Trustee Candidates.)

Same information as listed above, plus the business telephone numbers of the Authorized Agents, and a notation regarding if the Authorized Agent or governing body votes in the Executive Trustee election (available via electronic file, or stock paper).

A list of IMRF entities which cast ballots at given times throughout the Executive Trustee election; also a list of entities which voted in the prior two Executive Trustee elections (printed on stock paper).

Employee & Annuitant Trustee Elections

General Rule:

The addresses of individual IMRF members and retirees are not available to candidates through the Freedom of Information Act, because home addresses are deemed confidential.

Exception:

However, an electronic file or mailing labels with member and retiree names and addresses can be provided to an outside bonded vendor for the purpose of conducting mass mailings, provided the vendor signs an agreement not to release such information. There is no cost to generate this electronic file or mailing labels, but any vendor or mailing cost is the responsibility of the candidate. IMRF does not reimburse Trustee candidates for any expenses incurred during the election process.

There is no cost for these materials when requested by a Trustee candidate.

Requests for these items, or any other information, should be directed to the IMRF Director of Operations and Planning.