Board Resolution 2026-05-07(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 governing the conduct of elections for trustee; and

WHEREAS, section 7-174 of the Illinois Pension Code sets forth the candidate requirements for each Trustee position; and

THEREFORE, BE IT RESOLVED that the following shall constitute the procedures and rules for elections for trustee.

Election Schedule

The Board of Trustees shall adopt the election schedule and name election judges and clerks at its May meeting. A separate schedule shall be created and adopted for each trustee election (Executive, Employee, and Annuitant). The Executive Director shall then certify eligible candidates no later than the fourth Friday in September. The Board shall certify election winners at its December meeting.

Candidate Eligibility

Candidate eligibility is set forth in Section 7-174 of the Pension Code. In the event that only one eligible candidate is certified for a trustee election by the Executive Director, no additional election activities will take place for that position and that candidate will be certified as the winner by the Board at its December meeting.

Executive and Employee Trustee

To be eligible to be a candidate for executive or employee trustee, an IMRF member must have the minimum amount of service credit needed to qualify for an IMRF pension as of the day immediately preceding the beginning of the trustee’s term of office.

For example, if the term of office is to begin January 1, a candidate who is a member of Tier 1 must have at least eight years of service as of the immediately preceding December 31, while a candidate who is a member of Tier 2 must have at least ten years of service as of the immediately preceding December 31.

Annuitant Trustee

To be eligible to be a candidate for annuitant trustee, an IMRF member must have an annuity effective date no later than the first day of the month the annuitant takes office.

Candidate Materials and Information

Candidates cannot in any way imply that they are “endorsed” by IMRF or the Board of Trustees. The IMRF logo cannot be used by any candidate in any election materials. In addition, IMRF will not provide any quantity of publications, such as benefit booklets and forms, to candidates for use in their campaign.

Candidates may not campaign at any IMRF-sponsored presentation or training session. Prohibited campaign activities include, but are not limited to, passing out literature, advocating for the candidate’s election, and soliciting petition signatures.

All information available under FOIA shall be available to trustee candidates, including:

• IMRF employer names and addresses;
• Names and business addresses of IMRF Authorized Agents;
• Business telephone numbers of the Authorized Agents;
• If the Authorized Agent or governing body votes in the Executive Trustee election;
• IMRF entities that have cast ballots at any point during the Executive Trustee election; and
• IMRF entities that voted in the prior two Executive Trustee elections.

All information is available via electronic file or printed on stock paper or mailing labels.

The home addresses of IMRF members and retirees are confidential and exempt under FOIA and are therefore not available to candidates.

Exception:

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 a blind mailing. Such mailing must be done in compliance with the IMRF Blind Mailing Process, as outlined in Board Resolution 2024-02-05(b) or its successor resolutions.

There is no cost for these materials when requested by a Trustee candidate. IMRF does not reimburse Trustee candidates for any expenses incurred during the election process.

Ballot Counting

Candidates may be present for the counting of the ballots for an election in which they are running. Candidates who wish to be present must notify IMRF staff no less than two business days prior to the first day the ballots are counted. Such presence shall be for observation only. Candidates may not interfere with the ballot count. If a candidate has concerns over the ballot count, such concerns shall be brought to the attention of IMRF staff present for the counting.

Immediately after conclusion of the vote count, IMRF staff will prepare a “final vote tally”. The final vote tally is the vote count prepared by IMRF staff which is forwarded to the Board of Trustees for certification of the election results. IMRF staff will call or email candidates with the results of the election in which they ran following the ballot count, prior to certification of the election by the Board.

Ballot Recount Procedures

1. A candidate must request a recount in writing by letter addressed to the Executive Director stating the reasons for the request.
2. The request for a recount must be received by IMRF within 5 business days of notification of the final vote tally.
3. The cost of the recount shall be paid by IMRF if the winner of the election changes. The cost of the recount shall be paid by the candidate requesting a recount if the winner of the election does not change (even though individual vote tallies may be adjusted as a result of the recount).
4. The IMRF Board by a vote of at least five members may request a count. In that event, the cost of the recount shall be paid by IMRF.
5. The recount will be held within 10 days of receipt of the written request or as soon thereafter as is practicable.
6. The candidate requesting a recount is limited to a reasonable number of observers as determined by the Executive Director.
7. Observers will not be permitted to interfere with the recount process. Their sole function will be to observe and note issues to be raised after the recount is concluded.
8. A candidate will be allowed only one recount.
9. Even though a recount has been requested, the Board may certify the election results and swear in electees pending resolution of the recount request.
10. Ballots that were unsigned or received after the vote cut-off time and date will not be opened and will not be included in any recount tally.
11. After the recount, the Board of Trustees shall make a final administrative determination of the results of the election. Any candidate may appeal the decision as provided by the Illinois Administrative Review Law.
12. The Board reserves the right to establish additional rules and regulations as may be warranted when a recount is requested to ensure the integrity of the election process.