The City Commission has established several committees and boards to perform important municipal  functions and to review City programs, projects and community concerns.  These groups provide greater community participation and input into local government, which facilitates quality decisions. The Commission seeks participation from its diverse and widely experienced citizens to meet the many needs for skills and public service, thereby offering a means of participating in community affairs, as well as working with interesting people.  This brief overview has been created as part of an effort to make it as easy as possible for you to enjoy the experience of serving on a City board or committee and has been prepared for review of the role and authority of each committee.  Requests for additional information should be directed to the City Manager, City Clerk, Board Chair or Board Secretary. 

Board of Adjustment
Code Enforcement Board
Fire Pension Board

General Pension Board
Lakes Management Advisory
Library Board
Planning Commission
Police Pension Board
Winter Haven Tree Board

Established:

In 1948, the City Commission adopted the Southern Building Code, which provided for the arrangement of a Board of Adjustment.  The Building Code Board of Adjustment and Appeals was established and the first board members were appointed by the City Commission at a special commission meeting, held February 28, 1950.  The City Commission approved the rules for the Board of Adjustment in December of 1981.  On October 27, 1986, the City Commission approved Ordinance Number O-86-28, placing certain restrictions on the authority of the Board of Adjustment to grant variances.

Purpose and Responsibilities:

The purpose of the Board of Adjustment is to hear and regulate requests for variances to specific provisions of the zoning code.

Membership and Terms:

The Board of Adjustment consists of seven members appointed to three-year terms by the City Commission.  Members serve on the board without compensation.

Meeting Arrangements:

Meetings are normally held the first Thursday of each month at 7 p.m. in the John Fuller Auditorium inside the Winter Haven City Hall, 451 Third Street NW.   Workshops are held in the City Hall Conference Room.   A list of hearings to be arbitrated at meetings of the Board of Adjustment are published in a local newspaper on a Wednesday at least 15 days prior to each meeting.

Attendance:

All members are requested to contact their respective chairperson or board secretary prior to any meeting they are unable to attend.  A member shall be subject to removal by the chairperson or the City Commission if the member is absent without excuse for three consecutive meetings.

Established:

The Code Enforcement Board was established August 13, 1981, by Ordinance Number 1470, with amendments made in 1982 and 1988.  Changes to the Florida Statute were effective October 1, 1989.

Purpose and Responsibilities:

The purpose of the Code Enforcement Board is to hear and govern alleged violations of certain codes and ordinances of the City.  Jurisdiction is exclusive, but an alleged violation may be pursued by appropriate remedy in court.  The code inspector initiates enforcement of proceedings pursuant to Florida Statute 162.  Each case is presented by a member of the City’s administrative staff.  The board shall take testimonies from the code inspector and alleged violator.  Findings are by motion and are approved by the majority of those present, with a minimum of four voting members.

The Code Enforcement Board has the power to:

• Adopt rules for the appropriate conduct of meetings and hearings
• Subpoena alleged violators and witnesses
• Subpoena evidence
• Take testimony under oath

The Board can also issue orders having the force and effect of law.  Decisions made at a hearing are later reduced to writing and mailed to the respondent(s) within 10 days thereafter.  Chapter 2 was amended to add Section 2-39.  It is legislative intent that this article is supplemental to provisions contained in Chapter 162 of Florida Statutes.

Membership and Terms:

The Code Enforcement Board consists of seven members appointed to three-year terms by the City Commission.  Members must be legal residents of the City of Winter Haven and serve on the board without compensation.

Meeting Arrangements:

Meetings are normally held the third Thursday of each month at 2 p.m. in the John Fuller Auditorium inside Winter Haven City Hall, 451 Third Street NW.

Attendance:

All members are requested to contact their respective chairperson or board secretary prior to any meeting they are unable to attend.  A member failing to attend two out of three consecutive meetings without cause and without prior approval of the chairperson will result in the board declaring that office vacant.

Established:

Tthe City Commission approved Ordinance Number 531, March 5, 1940, creating the Firemen’s Relief and Pension Fund as provided in Chapters 19 and 112 of the Florida Statutes, Acts of 1939.

Purpose and Responsibilities:

The Fire Pension Board of Trustees, also designated as the Plan Administrator, is responsible for general administration for the proper operation of the retirement system and for making provisions of the ordinance effective.  

Membership and Terms:

The Fire Pension Board consists of five members appointed to two-year terms.  Members serve on the board without compensation.

Members of the board are appointed in the following manner:

• Two members must be legal residents of the City of Winter Haven and are appointed by the City Commission.
• Two members are members of the system and are elected by a majority of member firefighters.
• One trustee is chosen by a majority of the previous four members and confirmed by the City Commission.

 Meeting Arrangements:

To be announced.

Established:

The General Pension Board was established as a result of the Employee Retirement Income Security Act of 1974.

Purpose and Responsibilities:

The General Pension Board of Trustees, also designated as the Plan Administrator, is responsible for the sole and exclusive administration of the proper operation of the retirement system and making provisions of the ordinance effective.  The board also engages in actuarial accounting, legal and other services required to transact business of the retirement system.  Compensation of all persons engaged by the board and other expenses of the board necessary for operation of the retirement system are paid from the fund at rates and amounts determined by agreement of board members.

Duties of the Board include, but are not limited to:

• Determining all questions relating to eligibility and membership
• Determining and certifying the amount of all retirement allowances or other benefits
• Establishing uniform rules and procedures to be followed for administrative purposes, benefit applications and all matters required to administer the retirement system, etc. 

Membership and Terms:

The General Pension Board consists of five members appointed to three-year terms.  Members serve on the board without compensation.

Members of the board are appointed in the following manner:

• The Finance and Support Services Department Director of the City is a permanent Trustee (member).
• One Trustee (member) is an employee of the Leisure and Environmental Services Division and is elected by a majority of member employees of that division.
• One Trustee (member) is an employee of the Water and Sewer Division of the Utility and Engineering Services Department and is elected by a majority of the member employees of that division.
• Two trustees (members) are employees of the City who are not employees of the Leisure & Environmental Services Division or the Water and Sewer Division of the Utility Services Department and are not covered by any other municipal pension plan.  Such trustees are elected by a majority of member employees of this group. 

Meeting Arrangements:

To be announced.

Established:

The City Commission approved Resolution R-86-15 September 22, 1986, establishing the Lakes Management Advisory as a permanent Committee.  In 1992, a revision was made with Resolution Number R-92-36.

Purpose and Responsibilities:

The responsibility of the Lakes Management Advisory is to receive input and gather pertinent information concerning any adverse impacts to the lakes in the City.  The advisory then reports the data and any proposed action(s) to the City Commission.

Membership and Terms:

The Lakes Management Committee can consist of a minimum of seven and a maximum of nine members appointed by the City Commission.  Members serve on the advisory without compensation.

Meeting Arrangements:

To be announced.

Established:

The City acquired the Winter Haven Public Library as provided for by State Law.  The City Commission appointed the five member Library Board July 1, 1955.  In 1992, following subsequent amendments, Ordinance O-92-12 amended Article VI in its entirety.

Purpose and Responsibilities:

The purpose of the Library Board is to serve in an advisory capacity to the City Commission, City Manager and appropriate City department directors. 

The Library Board advises the City on the following matters:

• Bylaws, rules and regulations
• Expenditure of all monies collected or donated to the credit of the library fund
• Purchase, rent, construct or lease of any facilities deemed necessary
• Supervise and maintain grounds
• Appointment and/or removal of a suitable Librarian; assistance and adjustment of librarian's compensation and fixing and imposing fines
• Nothing in the foregoing shall be construed as abridging the full autonomy of the library board in matters of the selection of books.

Each year on the first Monday in December, the board presents a report to the City Commission to demonstrate receipt and expenditures of all monies on behalf of the library and any other information the City Commission may require.  These reports are verified by an affidavit from the chairman of the library board.

Membership and Terms:

The Library Board consists of five members appointed by the City Commission to five-year terms.  Three members constitute a quorum and a majority of the quorum is required to take any action.  Members serve on the board without compensation.

Meeting Arrangements:

The Board's quarterly meetings are normally held the first Tuesday in March, June, September and December, at 5 p.m. in the Winter Haven Public Library, Historical Conference Room, 325 Avenue A NW.

Established:

The Planning Commission was established May 27, 1951, during a Special City Commission meeting.

Purpose and Responsibilities:

The purpose of the Planning Commission is to act as the local planning agency for comprehensive planning issues.  The Planning Commission also serves in an advisory capacity to the City Commission and/or the City Manager and conducts studies and investigations as required by the Commission for conditional uses, special uses, etc.

Membership and Terms:

The Planning Commission consists of nine members appointed by the City Commission to three-year terms.  Members must be legal residents or own property in the City of Winter Haven and serve on the board without compensation.

Meeting Arrangements:

Meetings are normally held the first Tuesday of each month at 7 p.m. in the John Fuller Auditorium, Winter Haven City Hall, 451 Third Street NW.  A list of the hearings to be arbitrated at meetings of the Planning Commission is published in a local newspaper on a Monday at least 15 days prior to each meeting.

Established:

Prior to 1986, retirement benefits for Police Officers were provided in accordance with the provisions of Florida Statutes, Chapter 185.  With the approval of Ordinance O-86-34 in 1986, the City Commission and Trustees of the Police Officers Retirement Fund restated provisions of the new retirement program.

Purpose and Responsibilities:

The Police Pension Board of Trustees, also designated as the Plan Administrator, is responsible for general administration for the proper operation of the retirement system and for making provisions of the ordinance effective. 

Membership and Terms:

The Police Pension Board consists of five members appointed to two-year terms.  Members serve on the board without compensation.

Members of the board are appointed in the following manner:

• Two members must be legal residents of the City of Winter Haven and are appointed by the City Commission.
• Two employee members to be elected by all actively employed, qualified members of the Police Department
• One trustee is chosen by a majority of the previous four members and confirmed by the City Commission.

Meeting Arrangements:

To be announced.

Established:

On October 23, 1989, the City Commission approved Ordinance O-89-42, enacting the tree ordinance and creating the City Tree Board.

Purpose and Responsibilities:

The purpose of the Winter Haven Tree Board is to study, investigate, counsel, develop and/or update annually and administer a written plan for the care, preservation, pruning, planting, replanting, removal or disposition of trees and shrubs in parks, along streets and in other public areas.

Membership and Terms:

The Winter Haven Tree Board consists of 12 members.  Members serve on the board without compensation.

Members of the board are appointed in the following manner:

• Nine members must be legal residents of the City of Winter Haven and not employed by the City and are appointed by the City Commission to three-year terms.
• The City's Leisure and Environmental Services Division Director is a permanent member and serves continuously within and throughout his/her employment with the City.
• The City's Public Services Division Director is a permanent member and serves continuously within and throughout his/her employment with the City.
• The City's Community Development Department Director is a permanent member and serves continuously within and throughout his/her employment with the City.

 Meeting Arrangements: