1. A. Ballots with security envelopes and return envelopes will be mailed out no later than 21 days before the fourth Wednesday in August, subject to the following controls.

   1. 1. Records of the mailing will be kept at the fund office.
   2. 2. The listing of all members who were mailed ballots will be kept at the fund office. Any member may inspect, but not copy, the voter mailing list.
   3. 3. The election committee will make available to its members, upon request, the number of names added to the list after the initial mailing and the number of duplicate ballots mailed to members who did not receive the original ballot.
   4. 4. The election committee will account for all ballots (used and unused).

2. B. All ballots must be returned, signed, no later than 8 p.m. on the fourth Wednesday in August subject to the following controls:

   1. 1. Ballots will be verified for eligibility by fund office staff daily.
   2. 2. The election committee will have authority to check for eligibility prior to counting of ballots.
   3. 3. A current account of envelopes returned will be preserved.
   4. 4. Ballots will be placed in two secured ballot boxes at the fund office. Separate boxes will be maintained for active firefighter and retired members.
   5. 5. Each ballot box will be secured with two different locks. The election committee will designate two incumbent members and two non-incumbent member nominees to control the keys to all locks.

3. C. The following voting instructions and procedures shall apply:

   1. 1. Each member will receive an official ballot with voting instructions.

   2. 2. A blank security envelope and a self-addressed stamped envelope addressed to:

      Firefighters' Pension and Relief Fund

      5710 General Haig Street

      New Orleans, LA 70124

   3. 3. Members must vote for only the specified number of candidates in the appropriate sections. Members may vote for less than the specified number, however, voting in excess of the specified number, in the appropriate section, will spoil and void the ballot for that section.
   4. 4. Members should place their ballot in the security envelope, then seal the envelope. The security envelope should then be placed inside the self-addressed, stamped envelope.
   5. 5. Members must sign the self-addressed envelope in the upper left corner in the space provided. A member's signature shall serve as proof of eligibility. Any envelopes not signed will be rejected.
   6. 6. All ballots must be returned signed, to the fund office, no later than the fourth Wednesday in August.

4. D. All ballots will be counted at the fund office at 9 a.m. on the Thursday following the deadline for ballots to be returned, subject to the following conditions.:

   1. 1. The election committee shall report to the fund office no later than 8:30 a.m.
   2. 2. The election committee is to oversee the counting of ballots.
   3. 3. The election committee is responsible for accuracy of votes counted.
5. E. Envelopes and ballots will be maintained and preserved at the fund office for three months following any election.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 11:3362 and 3363.

Historical Note

HISTORICAL NOTE: Promulgated by the Board of Trustees of the Firefighters' Pension and Relief Fund for the City of New Orleans and Vicinity, LR 5224:1927 (October 1998), amended by the Board of Trustees of the Firefighters’ Pension and Relief Fund for the City of New Orleans and Vicinity, LR 52:219 (February 2026).