Good morning. Call to order the meeting of the Philadelphia City Commissioners Board of Elections for Wednesday, October the 8th, 2025. This meeting is in compliance with the Pennsylvania Sunshine Act. The
Philadelphia City Commissioners are a three member bipartisan board of elected officials in charge of elections and voter registration for the city of Philadelphia. Each commissioner is elected to serve a four-year term that coincides with the municipal election cycle for mayor and
city council. The commissioners set and enforce departmental policies to administer voter registration and conduct elections in accordance with federal and state voter registration election laws. City commissioners were created by the Pennsylvania assembly in 1711 with a focus on taxation and held
various regulatory powers throughout the centuries. The commissioner started maintaining voter list in 1799 and took a more election related responsibility but didn't emerge until its current form until the adaption of Philadelphia home rule charter 1951.
We will start off with public comments before beginning their comments. Commenters shall state where they live or if they are not a resident of Philadelphia and that they are Philadelphia taxpayer. Public comment is not an opportunity for
dialogue or Q&A. It is public comment, a chance for you to tell us what you think. Each speaker will have two minutes to speak. However, I may extend the time at my discretion. Public comment must concern matters on today's meeting agenda. Finally, it is my
responsibility to preserve the order and decorum of the meetings. As such, profane, slanderous, discriminatory, or personal attacks will not be tolerated. If you wish to make a public objection to a perceived Sunshine Act violation, please raise your hand and I will
recognize you. Outburst will not be tolerated. Anyone wishing to offer public comment, please step forward. Hearing none, we will now move to report from the secretary for email public comments. But before we begin to that
portion, uh, Commissioner Bluestein's not here. So his deputy Eric Clapstein is here in his presence. And I was told that the Commissioner Bluestein is on the telephone. Is that correct? >> That's correct. >> I'm here.
>> Okay. Secretary. Okay. So, uh, Commissioner Bluestein, are there any email public comments? I'll speak for that. Uh there were no email public comments by 9:45 a.m.
>> Okay. Thank you. Uh and in this uh vote in this uh function uh the deputy Eric will be one calling uh the role for the votes. We will now proceed to old business. First we have a report from our
directors of elections operation and administration, Mr. Joseph Lynch and Mr. I'm Mark Johnson. Joe, we'll start off with you. >> Okay. Morning, commissioners. This is our public meeting update for October 8th, 2025. At the election
warehouse, the voting machine services unit is making sure that all machines that have undergone repairs during the final test are thoroughly tested. They're also starting to close and seal the back doors. The e pollbook unit is working to ensure that the electronic
poll books are fully prepared and operational for election day. The election materials unit has been working to ensure that the supplies needed for our poll workers are ordered, organized, and ready for packing. As of the current election cycle, we
have processed 106,338 voter registration applications. Of those, 4,800 are paper applications and 1,538 are electronic applications. Delaware and Spring Garden is currently
reviewing all applications, correcting errors as needed. Del Spring Garden also sent out 58,136 ID cards. As of Tuesday, the county board of elections has approved 85,630
vote by mail and absentee applications, which is 3,772 more than last week's totals. Of those, 48,198 are paper applications and 37,432
are electronic applications. This includes military and civilian overseas voters. We currently have a total of 3,50 applications waiting to be processed. Of those, 2,642
are paper applications and 408 are electronic applications. A total of 85,555 ballots have been sent out. So far, we we received 8,749 ballot ballots through the USPS and
1,543 through the dropboxes for a total of 20,292 ballot ballots. This total does not include the UAVA ballots. Voters who would like to vote by mail for the
November 4th municipal election can apply for a mail-in or absentee ballot at vote.fill.gov. The deadline to apply is Tuesday, October 28th, 5:00 pm. City Hall, room 14. Let me see
something. Okay. So, we're trying to get city hall open for this weekend to start um having people from the public go do mail in uh ballots starting this weekend through the election. We're still working on getting word from city hall whether or not they could open it up.
I'm sure that'll happen. uh ID verification letters have gone out to voters that either did not include the required proof of identification on their absentee/malein ballot applications order proof of identification could not be verified by
the county board of elections office voters who have received this letter may submit their proof of ID to the county board of elections via email at phillyelectionsfill.gov fax, US mail, telephone, or in person. Voters have until midnight on November
10th to ensure their proof of identification for inmissible elections. The board workers unit is holding its fall training seminars with 1,839 participants already in attendance. The schedule is posted on our website.
Online training is is now available on our website. So far, we have confirmed 6,283 pole workers. Weekly reminders are being sent to pole workers who have not yet confirmed their attendance. Confirmation calls for all
wards began on September 22nd, 2025. We hosted pizza with the polls events in each council districts at at the SEOs. The last event at Sat satellite office 10 will be held tomorrow. RSVP is
required to attend which can be done on our website. Speaking of satellite offices, they are open to the public with staff available from 9 a.m. to 5:00 p.m. Monday through Friday and 9:00 a.m. to 3:00 p.m. on Saturday and Sunday. We
will also be open on Columbus Day during the weekday hours. Locations are listed on our website at vote.fill.gov. Dropboxes throughout the city are open for voters to drop off their ballots. We reported last week that our dropbox at
satellite office 5 was struck by a vehicle and has now been reinstalled and is opened up again. The dropbox in Easter State Penitentiary was reported yesterday that it was temporarily closed due to maintenance issu issues. I just received a text from our IT IT
department that it is up and running the camera and it is recording. Soon as I'm done this meeting, I'll I'll make sure that the website's updated reflecting that. That's all I have. Commissioners, >> thank you, Joe. >> Thank you, Vice Chair Diller. Do you have any questions?
>> Yes, Sharon. Thank you, >> Joe. Uh, I was listen I'm first of all, I'm thrilled that the satellite election offices are open this weekend. I was um listening to the radio show, the chairman's radio show on Saturday and it
was announced by both the executive director and the deputy that the satellite offices would be open this weekend. I was just wondering why we'd have to hear about the satellite offices being open um on the radio show. >> Well, I apologize. I spoke to I spoke to
the chairman about it myself. I should have should have let you guys know, but I did bring it up at the deputies meeting yesterday. I brought it up at the deputies meeting yesterday that we were going to do it. >> But >> my apologies that >> the radio show was Saturday. >> I I Yeah,
>> thank you. >> All good. Thank you, >> Secretary Bluestein or Eric, did you have any questions? >> I have no questions. Thank you. >> Um, I just had one question. So the office hours is from 9 to 3. I thought
it was like 10 to 4 last year or something. >> It's going to be 9 to 3 because our staff it's it's a weekend. Our staff's not going to stay there all weekend. We have problems getting staff out there as it is. So >> we just did 9 to3 for the >> for the staff. >> Just for my recollection, it was like 10
to 4 day before. >> Yes. It's 9 to3. >> Okay. 93. >> And we going to be open on Columbus Day, right? >> Yes. >> Okay. Cool. >> Columbus. Columbus Day will be just like regular weekday hours. >> So Columbus Day is going to be open from 9 to 5 >> 9 to5. Yes.
>> Okay. Go ahead, Vice Chair. >> Thank you, Chairman. I would just like to say that I think that the hours for the satellite office should remain consistent election to election. >> Okay. >> So, is there any kind of way we can >> So, you want to change them? Let me
know. Let me know what hours you want me to change. >> No, no, that's here. >> Hold on. >> Forever hold your peace. No, I would just ask it. Is it any way that we can or is it like >> I'll try I'll try to >> I know we got Vanessa right here. I mean, is it is it a staff thing we really got to be at 93? I just was curious. That's all.
>> Well, our staff Vanessa can talk on that, but our staff probably doesn't want to work a full, you know, 10-hour day to the public. Well, we'll talk about it. What's wrong with
>> Hold on. Come on, please. >> Vanessa Kakosa, deputy executive director. I do want to apologize for prematurely sharing that we will be open on weekends and I did share 10 to 4 because historically we were open 10 to 4 on weekends and I think we can
definitely go back right now and figure out if there's a way that we could just do 10 to 4 uh for consistent purposes if you all are okay with it. >> Okay. So we can I just was I was curious it was just a regular question wasn't >> right or wrong. I was just curious you
know what we could have do we couldn't do it. Yes. >> Okay. So, we're going to be at 9 to 3 this weekend. Definitely. >> We can change it 10 to 4. >> B deal. Is that something that's with
you? >> 10 to four remains consistent. Yes. >> Okay. All right. So, we'll do 10 to 4. Okay. So, we make sure that we get the notice out to do 10 to four. Okay. All right. Thank you. you up, Mark?
>> Uh, good morning, commissioners. >> Good morning. >> Um, I want to begin by thanking you for the opportunity to serve in this role as director of election administration. While I have not yet fully transitioned into this position full-time, um I truly appreciate the chance to provide this morning's administrative
briefing. This being my first briefing and the fact that it just got over I don't know what's going on in it as far as this uh cold um actually show me a little grace if I step into these responsibilities. So >> Mark, take your time. It's all right,
man. Take your time. Take your time. We got you. >> All right. So with the primary behind us and the satellite office fully in operation, our administrative units remain focused and aligned on the work ahead of us as we prepare for the upcoming general election. From a budget
and procurement standpoint, the team continues its routine processing of invoices and purchase orders, addressing issues as they arise. We are working closely with procurement to resolve any outstanding items, including timely support for election operations. This past week, the unit completed the target
budget submissions to finance, continue work on major contract renewals, and began preparing manual encumbrance for CMS contract in anticipation of November's election. The team is also reconciling petty cast overages and shortages from fiscal year 2021 through
2025. Looking forward, we're closely monitoring overtime and surge staffing costs to ensure funds are directed towards only essential needs while also pushing for additional appropriations to close the FY26 budget gap. From a
communication standpoint, the unit focused heavily on advertising and public education for the 2020 general election. Working with consultants, the team created new static graphics, animated videos, and PSA scripts, including recordings
with chairman um Sabir and Commissioner Bluestein. While coordination continues with Vice Chair Dill's office, social media content highlights key ballots, ballot guidance, dropbox changes, while the
election day guide and 311 um FAQs were updated. Additional work included updating the flaw ballot voter um export list for public notice, expanding translated material for language access, print production for poll worker guide,
updating website content, and preparing logistics for white box materials. The team also assisted with procurement of uh staff jackets and support for eighth district and with pole workers event
from our engagement unit. Our staff has been very active across the city. Recent efforts included table events at Independence Library, Whitman Library, and the Philadelphia Fire Department, as well as voter resources distribution at
the Bach building um downtown. The team confirmed a voter education event and voting machine demonstration at Civil Care Adult Care and partnered on translation support for English learners
who recently immigrated to Philadelphia. Engagement staff also connected with diverse communities at the Mid Autumn Festival in Chinatown and Northeast Philadelphia, distributing key election dates and providing demonstrations in Chinese to highlight language accessibility on our voting machines.
Upcoming events include an online election information session with Beyond Literacy Outreach at Congregation Rudolfph Shalom and Parkway Central Library and additional sessions at senior centers in Chinatown and
Northeast Philadelphia. From human resources, the team is managing ongoing transactions, orientations, and staffing for the satellite offices. They also worked on discipline data, exit surveys, promotions, and union related matters.
As of October 2nd, our workforce total is 194 employees employees, including 31 exempts, 163 civil um civil service staff, 16 temporary employees. Uh this breakdown includes 52 clerks uh ones, 32
clerk twos, 20 clerk threes, eight trade helpers, and eight voting machine mechanics. Um, our information technology unit is focused on final preparations for the general election, including election night police routes, polling place optimization analysis. The team
continues to support setups of satellite offices um, systems while maintaining voter facing tools, surveys, and notices across our platforms. And from a security standpoint, we have our I guess our second um, security stakeholders
meeting which is tomorrow. If anyone wants to attend, I can send them the link. Um, and we continue coordination with Philadelphia Police Department, OEM, and our contract security um, partners. Preparations include uh, tabletop exercises. Um, we'll be doing
panic alarm testing and readiness checks at all our facilities. Our focus remains on safeguarding staff, voters, and critical election infrastructure. Um, as we move closer to the general election, each administrative unit has laser focus on ensuring operational readiness. I want to once again thank you for our
staff and partners for their dedication and I also want to thank you commissioners. >> Thank you Mark Fia Dilly. Did you have any questions? >> Thank you Mark. I have none. >> Secretary Bluestin, do you have any questions? >> Thank you. I have no questions.
>> Thank you Mark. It wasn't that hard, was it? >> Uh not at all. >> All right. Thank you. This completes our open business for today's meeting. We will now proceed to new business. We will begin by considering our first agenda item, polling place changes. We'll hear from
our polling place investigation supervisor, Charlie Strowman. >> Morning, commissioners. >> Morning. >> I have five hearings this morning. The first one will be in the 19th ward, the first division, moving out of the children's playhouse to the Rivera Rec
Center, and that's due to a refusal. Having heard the recommendation of the professional staff, I move that we accept the polling place change for W 19 division one. Is there a second? >> Second. >> Deputy Eric, can you call the role,
please? Vice Chair Daly. >> I. >> Commissioner Blai, >> I. >> Chairman Seabir, >> I please proceed. Next three will be in the 34th ward. The 13th division, the
18th division, and the 19th division. All moving out of a Rumbbe Institute to the Cassidy School. It's a brand new public school which works beautiful for all three divisions. >> Well, I'd like to thank you on that one. That's that's a big one. And 34.
Everybody's excited about that. >> Thank you on that one. Having heard the recommendation of the professional staff, I move that we accept the poll in place change for ward 34, division 13, 18, and 19. Is there a second? >> Second.
>> Deputy Eric, please call a role. >> Vice Chair Dey, >> I. >> Commissioner Bluest, >> I. >> Chairman Seabir, >> I please proceed. Last but not least, the 40th ward, the 33rd division, moving
out of the Catherine School annex back to the Pascal Library, and that is back to the original location. The rebuild is complete. >> Having heard the recommendation of the professional staff, I move that we accept the polling place change for Ward
40, division 33. Is there a second? >> Second. >> Deputy Eric, please call the role. Vice Chair Dy, >> Commissioner Bline. >> I, >> Chairman Zabir, >> I.
>> Thank you, Charlie. >> You're welcome. >> That is the last item on the agenda before we adjourn. Vice Chair Diller, do you have any business to be raised at this meeting? >> Thank you. I have none. >> Secretary Bluest, do you have any business to be raised at this meeting?
>> I have none. Thank you. >> I have one small business. So definitely want to our fighting Phillies are on the on the ropes. So we definitely want everybody to support our Phillies and go Eagles. I make a motion that we adjourn today's
meeting. Is there a second? >> Second. >> Deputy Eric, please call the role. >> Vice Chair Dilly. >> I. >> Commissioner Blue sign. >> I. >> Chairman Seabir. >> I. Motion passes. This meeting is ajourned.