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City Departments

City Clerk

The City Clerk is the official custodian of all records, including, but not limited to, official action of the City Commission, and is responsible for all current and archival public documents.

Responsibilities of the City Clerk

Attends, records and transcribes proceedings of all City Commission meetings; maintains records of all rules, ordinances and resolutions of the City Commission; custodian of the city seal with authority to execute and emboss documents to authenticate validity of City records; qualifying officer for candidates who wish to campaign for office of City Commissioner; conducts all municipal elections; serves as financial disclosure coordinator with the State of Florida Commission on Ethics; legal advertising for the City; recording of official documents with appropriate agencies; schedules, coordinates and plans City Commission special events; provides general administrative/clerical assistance to the City Commission.

Frequently Requested Phone Numbers/Resources

This office is dedicated to serving the community in a professional, ethical, impartial and equitable manner. A municipal clerk performs activities prescribed by state and local laws.

Use the buttons below to access portals to all City Commission/Planning Commission/Community Redevelopment Agency (CRA) meeting agendas, submit a public records request, track progress of your request, retrieve requested document(s), make a payment for record(s) and more. Get answers to frequently asked questions (FAQ’s).

City Commission Agendas Button Black

Submit a City Record Request Button


City Clerk Frequently Asked Questions (FAQs)

  • Where can I obtain a copy of a resolution, ordinance, minutes or other official documents? You may either use the “Submit a City Record Request” button above or contact the City Clerk’s Office at 863-291-5600 or visit us at 451 Third Street, NW, Winter Haven 33881.
  • Where do I obtain information regarding a marriage license, divorce, criminal court, traffic ticket, or civil suit? Contact the Polk County Clerk of the Circuit Court & Comptroller at https://www.polkcountyclerk.net/ or 863-534-4000.  The City of Winter Haven’s City Clerk’s Office is a separate governmental entity from the Polk County Clerk of the Circuit Court & Comptroller.
  • How can I get information concerning property ownership or a listing of surrounding property owners? Contact the Polk County Property Appraiser at https://www.polkpa.org/ or 863-534-4777 (Main Office).
  • Where can I obtain a copy of a birth certificate or a death certificate? Contact the Polk County Department of Health at https://polk.floridahealth.gov/ or 863-519-7900.

PLEASE BE ADVISED: Any request for information is considered a public record and your request may be made public. However, requests for public records may be made anonymously and are not required to be submitted in writing.

All correspondence and e-mail(s) sent to and from the City of Winter Haven, Florida, including e-mail addresses and content, are subject to the provisions of the Florida Public Records Law, Florida Statute Chapter 119, and may be subject to disclosure.

All municipal records, with the exception of exempt records identified by Florida Statutes 119.07, are public record and open for personal inspection by anyone. Access to public records is available during normal working hours – Monday through Friday, 8 a.m. to 5 p.m. “Reasonable” time, as it relates to time needed to retrieve records and/or complete a request for public record is not defined by Florida Statute. “Reasonable” response time will depend on the complexity of the request for public record, location of records and work schedule of staff needed to provide records.

Florida Statute 119.07(4) generally allows copy fees of 15 cents for one-sided copies and 20 cents for double-sided copies. Most requests for public records will be provided at no charge by paper or electronically. More detailed requests for public records may include charges authorized by state statute for copying, supplies, such as CDs or DVDs, postage, and extensive use of technology resources or extensive clerical and/or supervisory assistance needed to provide requested records. There is no charge for staff time of 30 minutes or less required to provide public records. All fees shall be paid prior to delivery of requested records.


The City’s Custodian of Public Records:

  • Vanessa Castillo, BAS, MMC, City Clerk
    vcastillo@mywinterhaven.com
    863-291-5627; City Hall, 451 3rd St. NW, 33881
  • LaTonya Harris, City Historian and Archivist / Deputy City Clerk lharris@mywinterhaven.com                                                                      863-291-5628; City Hall, 451 3rd St. NW, 33881

Custodian of Records for Police Matters:

  • Myra Donnelly, Records Clerk Supervisor
    863-291-5649; 125 N. Lake Silver Dr. NW, 33881

Custodians of Records for City Pension Plans:

  • Colleen “CJ” Scott, Finance Director, General Employees’ Plan
    cbowen@mywinterhaven.com
    863-291-5667; 551 Third St. NW, 33881
  • HYN Consulting, Firefighters’ and Police Officers’ Retirement Systems
    727-559-7333; 801 W Bay Dr Suite 502, Largo, FL 33770

ELECTION INFORMATION

The information contained on here is intended to familiarize City Commission candidates, campaign treasurers, and residents with upcoming election information.

Per the City of Winter Haven Charter, elections for City Commission occur in odd-numbered years on the first Tuesday after the first Monday in November. (If a Run-Off election is needed, it would occur the first Tuesday in December.)

The City Clerk serves as the supervisor of elections for all City elections and is the official qualifying officer for candidates seeking elected office within the City of Winter Haven.

VOTER CITY LIMITS MAP

Click here: Voter City Limits Map

(*As of July 25, 2023)


Qualifications to become a candidate:

  • U.S. citizen & resident of Florida
  • Registered voter in Florida (you must be at least 18) & a registered voter in Polk County
  • Reside in the City limits of Winter Haven at the time of qualifying

IMPORTANT 2023 ELECTION DATES:

Regular Election AND Special Election – Tuesday, November 7, 2023 (Polls open 7am-7pm)

2023 Election – Public Notice – Notice of Elections (ENGLISH)

2023 Election – Public Notice – Notice of Election(s) (SPANISH)

Run-Off Election (If needed) – Tuesday, December 5, 2023 (Polls open 7am-7pm)


COMMISSION SEATS UP FOR ELECTION:

Seat No. 1  – Currently held by Commissioner Tracy Mercer

Seat No. 2 – Currently held by Mayor Pro Tem Nathaniel J. Birdsong, Jr.

Seat No. 3 – Currently held by Commissioner Brian Yates

Seat No. 5** – Was held by the late Commissioner James H. “J.P.” Powell (**Special Election for Seat No. 5 to fill the remaining unexpired term to 2025)

Seats are:

  • At-large
  • Non-partisan
  • Terms are 4 years

QUALIFYING:

Began Monday, September 18, 2023 at NOON

Ended Friday, September 22, 2023 at NOON

QUALIFYING FEES FOR 2023 ELECTION 

The qualifying fee for the November 7, 2023 Election is $50.00 + $130.48 = $180.48 (Qualifying fee and 1% of the position’s annual salary.)

2023 Election – Public Notice – Candidate Qualifying Reminder

QUALIFIED CANDIDATES TO BE PLACED ON THE BALLOT:

⇒ To be determined after the qualifying period


CANDIDATE PACKET:

2023 Municipal Candidate Packets are ready and available in the City Clerk’s Office. An electronic version is also available. For information, please contact the City Clerk’s Office.


SAMPLE BALLOT WITH QUALIFIED CANDIDATES:

To be determined at a later date: 2023 Regular Election – Sample Ballot (ENGLISH & SPANISH)


POLLING & PRECINCT INFORMATION:

Coming Soon! 2023 Election – Precinct & Polling Locations (ENGLISH)

Coming Soon! 2023 Election – Precinct & Polling Locations (SPANISH)

Last Election (2021) Information:

2021 Election – Precinct & Polling Locations (ENGLISH)

2021 Election – Precinct & Polling Locations (SPANISH)


LOGIC AND ACCURACY TEST:

The L & A Test will be held on (Date and time to be determined) at the Polk County Supervisor of Elections Operations Center.  The Public is welcome to attend.

70 Florida Citrus Blvd.
Winter Haven, Florida 33880
Tel  (863)534-5888

(NOTE: This L & A public notice is published by the Supervisor of Elections under their “Public Notices” section here: https://www.polkelections.com/)

Canvassing Board Members (consists of Commissioners not running for candidacy):

  1. Mayor Bradley T. Dantzler
  2. Mayor Pro Tem Nathaniel J. Birdsong, Jr. (TBD)
  3. Commissioner Brian Yates (TBD)
  4. Commissioner Tracy Mercer (TBD)
  5. Vacant

Canvassing Board Member present at L&A Test: To be determined


CANVASSING BOARD MEETINGS:

  • Date and time to be determined: 2023 Regular Election – Public Notice – Canvassing Board Meeting – Clerk to Give Report  (ENGLISH & SPANISH)
    • Canvassing Board Meeting for City Clerk to give a report on vote by mail ballots requested, issued, and returned and request permission of the Canvassing Board to start processing the ballots determined valid – (Date and time TBD) at Winter Haven City Hall – John Fuller Auditorium.
  • Date and time to be determined: 2023 Regular Election – Public Notice – Canvass Vote By Mail & Provisional Ballots (ENGLISH & SPANISH)
    • Canvassing of Vote by Mail & Provisional Ballots – (Date and time to be determined) at the Polk County Supervisor of Elections Operations Center.
  • Date and time to be determined: 2023 Election – Public Notice – Certify Election Results and Random Precinct Selection (ENGLISH & SPANISH)
    • Certify Election Results and Random Precinct Selection – (Date and time to be determined) at Winter Haven City Hall – John Fuller Auditorium.
  • Date and time to be determined: 2023 Election – Public Notice – Post-Election Audit (ENGLISH & SPANISH)
    • Post-Election Audit – (Date and time to be determined) at the Polk County Supervisor of Elections Operations Center.

LINKS TO HELPFUL INFORMATION:


VOTER REGISTRATION:

To register to vote, make changes to your voter registration, obtain due dates, and other information, please contact the Polk County Supervisor of Elections at 863-534-5888 or www.polkelections.gov. Printed applications are available at both Polk County Supervisor of Elections offices, City of Winter Haven City Hall, and at local post offices and libraries.


PLEASE BE AWARE THAT IT IS NOT THE RESPONSIBILITY OF THE THE CITY CLERK’S OFFICE TO INTERPRET FLORIDA STATUTES CONTAINED WITHIN FLORIDA LAW. FOR ANY INTERPRETATION OF THE LAW OR FOR A LEGAL OPINION, CONTACT THE FLORIDA DIVISION OF ELECTIONS AT (850) 245-6200. 

Frequently Asked Questions and Resource Numbers

AID TO FAMILIES WITH DEPENDENT CHILDREN (AFDC), FOOD STAMPS, TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) – Career Source Polk   863-508-1100   www.careersourcepolk.com

AIRPORT (Winter Haven Regional Airport) – Hangar Rental/Fuel   863-298-4551

AMERICAN CANCER SOCIETY – 800-227-2345

AMERICAN LEGION POST 8 – 863-293-7029

AMERICAN RED CROSS – 147 Avenue A NW – 863-294-5941

AMTRAK – WINTER HAVEN STATION – 863-294-9203 or 800-872-7245 for scheduling

ANIMAL CONTROL (POLK COUNTY)  – 863-577-1762

ARMORY BUILDING – 863-295-5131

BETTER BUSINESS BUREAU (BBB) – 800-275-6614

BIRTH CERTIFICATES/VITAL STATISTICS (FLORIDA DEPARTMENT OF HEALTH) – 863-519-8446

BOYS & GIRLS CLUB – WINTER HAVEN – 863-967-1532

BUS SCHEDULES/ROUTES – PUBLIC TRANSPORTATION

  • Citrus Connection – 855-765-5287
  • Paratransit – 855-765-5287
  • Greyhound – 800-231-2222

CAREER SOURCE POLK – UNEMPLOYMENT – 863-508-1100   www.careersourcepolk.com

CLERK OF THE COURT (POLK COUNTY) WINTER HAVEN BRANCH – 3425 Lake Alfred Road    863-534-4000

DEPARTMENT OF MOTOR VEHICLES (DMV) SERVICE CENTER – 863-534-4700

  • Bartow – 430 E. Main St
  • Davenport – 2000 Deer Creek Commerce Lane
  • Lake Wales – 658 E. State Rd 60
  • Winter Haven (No Drivers Licenses) – 300 Avenue M NW

E-911 ADDRESSES – 863-534-5639

ELECTRIC COMPANIES

  • Duke Energy – 800-700-8744
  • TECO – Tampa Electric – 888-223-0800

FAMILY EMERGENCY (ASSISTANCE W/UTILITY BILLS) – 863-294-1939

FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) – 2740 State Road 60 W – 863-519-4300

  • Surface condition @ crossings (not railroad) – State, County or City

FLORENCE VILLA COMMUNITY DEVELOPMENT CENTER (Nat Birdsong)  – 863-299-3263

FLORIDA FISH AND WILDLIFE CONSERVATION (FWC) COMMISSION – 863-648-3200

GARDEN CENTER OF WINTER HAVEN – 715 Third St NW – 863-293-7638

GAS COMPANIES

  • Central Florida Gas/Public Utilities – 800-427-7712
  • TECO/Peoples Gas – 877-832-6747

HABITAT FOR HUMANITY – 3550 Recker Hwy   863-292-2256

HEALTH DEPARTMENT – POLK COUNTY – 863-519-7910

HOSPICE –

  • George C. Forsythe Hospice – 105 Arneson Av, Auburndale 863-297-1880

HOUSING AUTHORITY (FED/HUD) – 2653 Avenue C SW   863-294-7369

HUMANE SOCIETY OF POLK COUNTY – 3195 Dundee Road   863-324-5227

INFORMATION – 411

LAKE REGION LAKES MANAGEMENT – 863-293-1441

LEGAL AID – HEART OF FLORIDA LEGAL AID – 863-519-5663

MAIN STREET WINTER HAVEN – 863-295-9422 OR 863-258-3561

  • President & CEO – Anita Strang

MEALS ON WHEELS – 863-299-1616

MUSEUM OF WINTER HAVEN HISTORY – 600 Pope Ave NW

NAACP – 863-682-8879

NEIGHBORHOOD SERVICE/SENIOR CENTER  – 608 Ave S NE   863-294-5860

NEWS CHIEF – 888-431-7323

NORA MAYO HALL (Inside Florida Citrus Building) – 863-297-3900

POLITICAL REPRESENTATION

  • US SENATE
    • Marco Rubio (R) – 202-224-3041
    • Rick Scott (R) – 202-224-5274
  • US House
    • Darren Soto (D) – 202-225-9889
  • FL SENATE
    • Ben Albritton (R) – 863-534-0073
    • Coleen Burton (R) – 850-413-1529
  • FL HOUSE
    • Paul Rennar (R) – 850-717-5019 / 386-446-7644

POLK STATE COLLEGE – 863-297-1000

  • Dr. Angela Garcia Falconetti, President
  • 999 Avene H NE

POST OFFICE

  • Central Avenue – 863-299-7824 or 800-275-8777
  • Florence Villa (1st Street) – 863-293-5370

POLK COUNTY PROBATION OFFICE – 863-401-2410

POLK PROPERTY APPRAISER/ASSESSMENTS – 863-534-4777 or 863-401-2400

RIDGE ART ASSOCIATION – 863-291-5661 or 863-289-6477

RITZ THEATER – 863-937-1414

SCHOOL BOARD OF POLK COUNTY – 863-534-0500

SIX/TEN – 863-299-1195

SOCIAL SECURITY OFFICE – 1395 Havendale Boulevard   800-772-1213

SOUTH FLORIDA WATER MANAGEMENT DISTRICT (SWFMD) – 863-462-5260

SUPERVISOR OF ELECTIONS (Polk County) – 863-534-5888

TAG AGENCY  – 300 Avenue M NW   863-293-4724 or 863-293-5551

TAX COLLECTOR (Polk County) – 916 N Massachusetts Ave, Lakeland   863-534-4700

THEATRE WINTER HAVEN – 863-294-7469

UNEMPLOYMENT (SEE CAREER SOURCE POLK) – 863-508-1100 

VETERANS INFORMATION

  • American Legion – 300 Avenue M NW 863-293-7029
  • DAV (Disabled American Veterans) – 407-846-4141
  • VFW (Veterans of Foreign Wars) – 2441 7th Street SW – 863-293-7469
  • Veterans Administration – 2437 Pipkin Rd S 863-701-2470 

WINTER HAVEN CHAMBER OF COMMERCE – 401 Ave B NW    863-293-2138

  • President & CEO – Sara Beth Wyatt

WINTER HAVEN ECONOMIC DEVEOPMENT COUNCIL (WHEDC) – 150 3RD Street SW Suite 206 – 863-837-5280

  • President – Bruce Lyon

WINTER HAVEN HOSPITAL – 863-293-1121 

WOMANS RESOURCE CENTER – 165 Avenue A NW   863-294-5318

Locations
City Hall
451 Third Street NWWinter Haven, Florida 33881
Get Directions
Contact Information

Staff

Vanessa Castillo, BAS, MMC
City Clerk
LaTonya Harris
City Historian and Archivist / Deputy City Clerk
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