City Commission Meeting

DATE: Monday, January 12, 2026, 6:00 p.m. LOCATION: City Hall - John Fuller Auditorium 451 Third Street NW Winter Haven, FL 33881 1. CALL TO ORDER - Nathaniel J. Birdsong, Jr., Mayor 2. ROLL CALL - Vanessa Castillo, MMC, City Clerk 3. INVOCATION - Pastor Chris Weatherly, Christ Community Church 4. PLEDGE OF ALLEGIANCE - Vanessa Castillo, MMC, City Clerk 5. PRESENTATIONS 5.A "Martin Luther King Jr. Day" Proclamation - MLK Steering Committee 5.B "Florida Arbor Day" Proclamation - Urban Forestry Advisory Board 6. DEVELOPMENTS OF NOTE 7. MINUTES 7.A October 27, 2025, Regular City Commission Meeting Minutes 7.B November 5, 2025, City Commission Agenda Review Session Minutes 7.C November 10, 2025, Regular City Commission Meeting Minutes CITY COMMISSION MEETING Staff Contact: Natalie Wilson, Special Events & Initiatives Coordinator, nwilson@mywinterhaven.com Proclamation Staff Contact: Savannah Winstanley, Stormwater and Eco System Analyst, swinstanley@mywinterhaven.com Proclamation Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025-10-27 DRAFT Regular City Commission Meeting Minutes with Link Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025-11-05 DRAFT Agenda Review Session Minutes with Link and Attachment Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com CITY COMMISSION MEETING – JANUARY 12, 2026 1

7.D November 19, 2025, City Commission Agenda Review Session Minutes 7.E November 24, 2025, Regular City Commission Meeting Minutes 7.F December 3, 2025, City Commission Agenda Review Session Minutes 7.G December 8, 2025, Regular City Commission Meeting Minutes 8. COMMENTS FROM THE AUDIENCE 9. ORDINANCE(S) - SECOND READING - PUBLIC HEARING 10. REORGANIZATION OF THE CITY COMMISSION 10.A Presentations of Plaques - Frederick J. Murphy, Jr., City Attorney to Mayor Nathaniel J. Birdsong, Jr., Mayor Pro Tem Brian Yates, and Commissioner Bradley T. Dantzler 10.B Swearing in of Newly Elected Commissioners - Frederick J. Murphy, Jr., City Attorney Seat 4 - Chad Davis and Seat 5 - Clifton E. Dollison 10.C Newly Sworn Commissioners Seated 10.D Election of Mayor - City Commission 10.E Swearing-in of Mayor - Frederick J. Murphy, Jr., City Attorney 10.F Presentation of Medallion to the Mayor - Frederick J. Murphy, Jr., City Attorney 10.G Election of Mayor Pro Tem - City Commission 10.H Swearing-in of Mayor Pro Tem - Frederick J. Murphy, Jr., City Attorney 2025-11-10 DRAFT Regular City Commission Meeting Minutes with Link and Attachments Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025-11-19 DRAFT Agenda Review Session Minutes with Link Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025-11-24 DRAFT Regular City Commission Meeting Minutes with Link and Attachment Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025-12-03 DRAFT Agenda Review Session Minutes with Link Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025-12-08 DRAFT Regular City Commission Meeting Minutes with Link and Attachments Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com CITY COMMISSION MEETING – JANUARY 12, 2026 2

10.I Liaison Reassignments 11. CONSENT AGENDA 11.A Amendment #3 to Agreement with PRWC for FDEP LPA0212 Grant Agreement 11.B Septic to Sewer 6A - Florida Department of Environmental Protection, LPA0442 Grant, Amendment #1 11.C ITB-25-39 - Septic to Sewer Remediation 6A North and South - Recommendation of Award to B&B Underground Construction (West Palm Beach, FL) 11.D RFP 25-42, Award of Bid and Agreement for Employee Assistance Program (EAP) Services 11.E FY 2025/2026 Transportation Improvement Program - Roadway Resurfacing and Pavement Markings 11.F Purchase of additional licenses for Accela software Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com Staff Contact: Vanessa Castillo, MMC, City Clerk, vcastillo@mywinterhaven.com 2025 Commission Liaison Boards and Committees (As of 2025-12-15) Redlined Staff Contact: Gary M. Hubbard, Water Department Director, ghubbard@mywinterhaven.com Summary - Amendment #3 to Agreement with Polk Regional Water Cooperative Amendment #3 PRWC for Heartland Protection and Sustainability Project, LPA0212 Exhibit A - PRWC and Winter Haven Agreement and Amendments #1, #2 Exhibit B - FDEP LPA0212 Amendment #4 Staff Contact: Gary M. Hubbard, Water Department Director, ghubbard@mywinterhaven.com Summary - Septic to Sewer 6A - FDEP, LPA0442 Grant, Amendment #1 FDEP LPA0442 Grant Agreement FDEP LPA0442 Grant Agreement, Amendment #1 Staff Contact: Gary M. Hubbard, Water Department Director, ghubbard@mywinterhaven.com Summary - Recommendation to Award ITB-25-39 Septic to Sewer Remediation 6A North & South ITB-25-39 Bid Tab Sheet ITB-25-39 Recommendation of Award ITB-25-39 Location Map Staff Contact: Shawn Dykes, Human Resources Director, sdykes@mywinterhaven.com Summary - Award of RFP 25-42 Employee Assistance Program Services BayCare Life Management - City of Winter Haven EAP Services Agreement Exhibit A RFP-25-42 Employee Assistance Program RFP-25-42 Proposal Tabulation RFP 25-42 Recommendation of Award BayCare Life Management Proposal Staff Contact: Brittany Hart, Public Works Director, bhart@mywinterhaven.com Summary - FY2025-2026 Transportation Improvement Program - Roadway Resurfacing and Pavement Markings 2025/2026 Roadway Resurfacing List Quote from Hubbard Construction Staff Contact: Eric Labbe, Economic Opportunity and Community Investment Director, elabbe@mywinterhaven.com CITY COMMISSION MEETING – JANUARY 12, 2026 3

11.G Authorization for Travel & Training - ICMA 2026 Global Exchange (Stavres) 12. RESOLUTION(S) 12.A R-26-01 - Acceptance of three County Deeds from Polk County 13. ORDINANCE(S) - FIRST READING 13.A O-26-01 - Request by Lake Ashton II CDD to amend a portion of Planned Unit Development Ordinance O-07-78 13.B O-26-02 - Administrative request to amend the Capital Improvements Element of the Comprehensive Plan to update the 5-year Schedule of Capital Improvements and to revise Capital Improvements Element Policies 1.1.7 and 1.1.8 relating to the adoption of the Florida Department of Transportation's and Polk County's 2025/2026 through 2029/2030 Transportation Improvement Programs and the Polk County School Board's 2025/2026 through 2029/2030 Facilities Work Program by reference 13.C O-26-03 - Administrative request to amend the Winter Haven Code of Ordinances, Chapter 21, Article VII, Division 5, Subdivision Regulations, for the purpose of revising the City's subdivision regulations to comply with changes in State Law 13.D O-26-04 - Public Hearing - Administrative request to amend the Winter Haven Code of Ordinances, Chapter 21, Article II, Division 3; Chapter 21, Article II, Table 21-32A, Table of Land Uses; and Chapter 21, Article IX, Section 21-531 to address certified recovery residences in the City 14. NEW BUSINESS Summary - Accela Additional Licenses Purchase Order Form - 7 Additional Licenses for Winter Haven Staff Contact: T. Michael Stavres, City Manager, mstavres@mywinterhaven.com Summary - ICMA Global Exchange Staff Contact: Eric Labbe, Economic Opportunity and Community Investment Director, elabbe@mywinterhaven.com Summary - Resolution R-26-01 Resolution R-26-01 Staff Contact: Heather Reuter, Senior Planner, hreuter@mywinterhaven.com Summary - Ordinance O-26-01 O-26-01 Staff Contact: Sean Byers, Planning Manager, sbyers@mywinterhaven.com Summary - Ordinance O-26-02 O-26-02 Staff Contact: Sean Byers, Planning Manager, sbyers@mywinterhaven.com Summary - Ordinance O-26-03 O-26-03 Staff Contact: Sean Byers, Planning Manager, sbyers@mywinterhaven.com Summary - Ordinance O-26-04 O-26-04 CITY COMMISSION MEETING – JANUARY 12, 2026 4

14.A Florida Job Growth Infrastructure Grant Agreement for Rail Spur – State of Florida Department of Commerce 14.B Approval of a Cooperation Agreement by, and among, Tratt Properties, LLC., Central Florida Intermodal Logistics Park Property Owners’ Association, Inc., Supply Properties II, LLC., The City of Winter Haven, Florida, and First American Title Insurance Company for Rail Spur 14.C ITB-26-14 - Rail Spur Construction – Award Recommendation to R.W. Summers Railroad Contractor, Inc. (Polk County, FL) 15. CITY COMMISSIONERS/LIAISON REPORTS 16. CITY ATTORNEY REPORT 17. CITY MANAGER REPORT 18. DEPUTY CITY MANAGER REPORT 19. CITY CLERK REPORT 20. EMERGENCY MATTERS NOT RECEIVED FOR THE AGENDA 21. ADJOURNMENT Staff Contact: Eric Labbe, Economic Opportunity & Community Investment Director , elabbe@mywinterhaven.com Summary - Florida Job Growth Infrastructure Grant Agreement for Rail Spur G0138 Agreement Staff Contact: Eric Labbe , Economic Opportunity & Community Investment Director, elabbe@mywinterhaven.com Summary - Cooperation Agreement for Rail Spur Cooperation Agreement Staff Contact: M.J. Carnevale , Deputy City Manager , mcarnevale@mywinterhaven.com Summary - Recommendation to Award ITB-26-14 Rail Spur ITB-26-14 Bid Tab ITB-26-14 Recommendation of Award If a person decides to appeal any decision made by the Commission with respect to any matter considered at such meeting or hearing, they will need a record of the proceedings, and that, for such purpose, they may need to ensure that a verbatim record of the proceeding is made which record includes the testimony and evidence upon which the appeal is to be based (FS 286.0105). In accordance with the Americans with Disabilities Act and Florida Statutes, Section 286.26, persons with disabilities needing special accommodations to participate in this proceeding, should contact the City Clerk's Office, 451 Third Street, NW, Winter Haven, Florida 33881, in writing, not later than 48 hours prior to the proceeding; if not in writing, then not later than four (4) days prior to the proceeding at (863) 291-5600. Vision or hearing impaired please call (800) 955-8771 for assistance. CITY COMMISSION MEETING – JANUARY 12, 2026 5

INTER HAVEN THE CHAIN OF LAKES CITY WHEREAS, Dr. Martin Luther King Jr. (MLK) devoted his life to championing equality, justice, and the power of peaceful action, inspiring an enduring movement that transformed the conscience of a nation; and Boca WHEREAS, through his unwavering courage and belief in the transformative power of love and service, Dr. King challenged America to rise to its highest ideals —calling upon each citizen to recognize the dignity and worth of every person; and Boca WHEREAS, Dr. King's words and actions continue to serve as a guiding light for the City of Winter Haven, reminding us that lasting progress is achieved when we stand together in compassion, understanding, and shared purpose; and Baca WHEREAS, the observance ofthis day provides an opportunity for residents of Winter Haven to reflect upon Dr. King's teachings, rededicate themselves to his dream, and engage in meaningful acts of service to honor his enduring legacy; and Sam WHEREAS, the City of Winter Haven joins communities across the nation in honoring Dr. King' s extraordinary legacy by uplifting his dream of equality and encouraging residents to engage in acts of kindness, volunteerism, and reflection that strengthen our neighborhoods and bring people closer together; and X) csa WHEREAS, during MLK Week, a wreath will be laid at MLK Park in memoriam of Dr. King's dream, serving as a powerful symbol of remembrance and inspiration for the entire community to advancing his vision of a ` Beloved Community," where opportunity, understanding, and peace prevail. Boca NOW, THEREFORE, I, Nathaniel J. Birdsong, Jr., Mayor of the City of Winter Haven, Florida, do hereby recognize January 19, 2026 as Martin Luther King Jr. Day" in the City of Winter Haven and urge all citizens to join in honoring Dr. King's legacy by participating in the activities and events hosted by the City in partnership with the MLK Steering Committee that reflect his principles of love, unity, and peace, and to recommit ourselves to building a community that uplifts all people. We IN WITNESS WHEREOF, I have hereunto set my hand and cause the Seal of the City of Winter Haven, Florida, to be affixed this i2th day of January, 2026. Nathaniel J. Birdsong, Jr., Mayor ATTEST: aVanessa Castillo, MMC, City Clerk 6

9ANTER MAVENTHE CHAIN OF LAKES CITY WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and 2;3e WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and lace WHEREAS, Arbor Day is now observed throughout the nation and the world during the local tree planting season; and Boca WHEREAS, trees can reduce the erosion by wind and water, cut heating and cooling costs, moderate temperature extremes, remove pollutants, reduce stormwater runoff, produce oxygen and provide habitat for wildlife; and Sam WHEREAS, the City of Winter Haven is committed to promoting ecologically sound urban forestry principals as evidence by being nationally recognized as a Tree City USA for more than 30 years; and DOOR WHEREAS, trees in Winter Haven increase property values and enhance the economic vitality of business areas while beautifying our community; and Sam WHEREAS, trees, wherever they are planted, provide a source of joy and spiritual renewal while standing as both literal and metaphorical pillars of our community. NOW, THEREFORE, I, Nathaniel J. Birdsong, Jr., Mayor of the City of Winter Haven, Florida, do hereby proclaim January 16, 2026, as Florida Arbor Day" in the City of Winter Haven and urge all citizens to support efforts to keep our urban forest healthy and sustainable. DOOR IN WITNESS WHEREOF, I have hereunto set my hand and cause the Seal of the City of Winter Haven, Florida, to be affixed this 12t' day of January, 2026. Nathaniel J. Airdsong, J ., ayor A= SST: Vanessa Castillo, MMC, City Clerk 7

REGULAR CITY COMMISSION MEETING MINUTES DATE: Monday, October 27, 2025 6:00 p.m. LOCATION: City Hall – John Fuller Auditorium 451 Third Street NW, Winter Haven, FL 33881 NOTE: PowerPoint slides of certain agenda items were also presented during this meeting. Link to PowerPoint here: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:f97c0bed-8cd6-4f1b-acc1-17856245bab5 A hard copy of the PowerPoint will be attached to the original signed minutes. 1. CALL TO ORDER - Mayor Birdsong called the regular meeting to order at 6:00 p.m. 2. ROLL CALL - Vanessa Castillo, MMC, City Clerk Commissioners Present: Mayor Nathaniel Birdsong; Pro Tem Brian Yates; Commissioner Brad Dantzler; Commissioner Tracy Mercer; and Commissioner Clifton Dollison. Staff Present: City Manager T. Michael Stavres; Deputy City Manager Michael “M.J.” Carnevale; City Attorney John Murphy; City Clerk Vanessa Castillo; Assistant City Manager for Public Safety Charlie Bird; Economic Opportunity and Community Investment Director Eric Labbe; Winter Haven Water Director Gary Hubbard; Public Affairs and Communications Director Katrina Hill; Chief Financial Officer Colleen “C.J.” Scott; Public Works Director Brittany Hart; and Police Chief Vance Monroe. 3. INVOCATION – Pastor Demetric Phillips, Bridge Church 4. PLEDGE OF ALLEGIANCE – Marine Corps Junior ROTC 5. PRESENTATION(S) A. "U.S. Marine Week" Proclamation - George Sidler, Commandant Marine Corps League; Heart of Florida City Manager Stavres read a proclamation aloud recognizing “U.S. Marine Week” in the City of Winter Haven. Commandant Sidler, along with other Marines in the audience, accepted the proclamation and thanked the Commission. 6. DEVELOPMENTS OF NOTE 7. MINUTES A. September 22, 2025, Regular City Commission Meeting Minutes B. October 8, 2025, City Commission Agenda Review Session Minutes Motion by Mayor Pro Tem Yates to approve the minutes as presented. Mayor Birdsong stated that anyone wishing to speak to the minutes could make comments now by coming to the podium and stating their name and address for the record and make comments. No one spoke for or against. 8

CITY COMMISSION MEETING – October 27, 2025 Page 2 of 4 Motion carried 5:0. 8. COMMENTS FROM THE AUDIENCE Jeff Potter, 2 Twin Lane NW in Winter Haven, expressed concerns about proposed state-level changes to ad valorem taxes, noting that the City relied on approximately $25 million in ad valorem revenue within an $81 million budget and could not absorb such a loss. He urged commissioners to actively advocate with state legislators, including State Representative Jon Albert, and to communicate the significant community impact of eliminating or reducing this revenue source. City Manager Stavres provided a detailed update on this. Discussion ensued. 9. ORDINANCE(S) – SECOND READING – PUBLIC HEARING - None 10. CONSENT AGENDA A. Winter Haven Firefighters' Pension Board of Trustees Appointment B. Authorization for Travel & Training: Polk County Day 2026 (Five City Commissioners, Stavres, Carnevale, Hill) C. Award RFQ-25-33, Design Criteria Package & Owner's Rep Services for the Winter Haven Water Administration Facility, Water Resource (Education) Center and Operations Center D. Sixth Amendment to Sewer Service Agreement with Wahneta Water System, Inc. E. Kimley Horn Design Services Consulting Agreement for S. Lake Howard Drive West from 15th Street SW to 20th Street SW Motion by Mayor Pro Tem Yates to approve the Consent Agenda as presented. Mayor Birdsong closed the Regular City Commission Meeting and opened a Public Hearing stating anyone wishing to speak to the Consent Agenda could come to the podium and state their name and address for the record. No one spoke for or against. Mayor Birdsong closed the Public Hearing and reopened the Regular Commission Meeting. Motion carried 5:0. 11. RESOLUTION(S) – None 12. ORDINANCE(S) - FIRST READING – None 13. NEW BUSINESS– None 14. CITY COMMISSIONERS/LIAISON REPORTS Commissioner Mercer reported the following: attended Leadership Winter Haven; attended a Florida League of Cities Legislative (FLC) Policy Committee Meeting in Orlando; attended the Florida Federation of Garden Clubs Meeting; attended the Police and Fire Pension Board Meetings, which were doing well according to their reports; and attended the Winter Haven High School (WHHS) Homecoming Parade. Commissioner Dantzler reported the following: attended the WHHS Homecoming Parade; attended an Urban Forestry Advisory Board (UFAB) Meeting, which was running effectively and discussion had occurred on potentially getting 100,000 trees in the ground to enhance and improve the urban forest; attended the Employee Health Fair, which was really good for employees and thanked the City staff who organized it; attended a Polk Vision Board of Directors Meeting in Lakeland; and attended the [Greater Winter Haven Chamber of Commerce] Leadership Winter Haven (LWH) “City Day” luncheon at the AdventHealth FieldHouse and Conference Center. Commissioner Dollison reported the following: expressed that he was happy to see the Marines that were present in the audience and spoke about his father-in-law who had been a marine; attended the FLC Intergovernmental Relations Mobility and Emergency Management Legislative Policy Committee Meeting, where a great discussion was held; attended a focus group for the Winter Haven Recreation and Cultural Center and said he was excited to meet its new [Facility] Manager [Jeheira Amaez] and seeing photos where they were able to 9

CITY COMMISSION MEETING – October 27, 2025 Page 3 of 4 envision how the facility would be utilized and the impact it would have on the community; attended the WHHS Homecoming Parade; attended the Florida Federation of Garden Clubs Meeting; attended the [Greater Winter Haven] Chamber [of Commerce Membership] Luncheon featuring [Polk County Public School] Superintendent [Fred Heid] who he commended as doing an amazing job especially with all of the challenges faced by the community; and attended his first Touch-A-Truck & More: Hands on Haven event at the [Winter Haven Regional] Airport, which had a great atmosphere and entertainment. Lastly, he spoke about decades of community advocacy, the importance of focusing on all people, mobilizing collective community power and consistently engaging to encourage leaders to act and ensure everyone exercised their right to vote. Mayor Pro Tem Yates reported the following: attended Touch-A-Truck & More: Hands on Haven with his son and said that everyone was having a phenomenal time there and complimented staff for doing a great job; attended the WHHS Homecoming Parade, the WHHS Homecoming Game and the WHHS Hall of Fame Induction Ceremony and said he was proud to be a Blue Devil; attended the Leadership Winter Haven “City Day”; and attended the Chamber Lunch with Superintendent Heid who he said was doing a fantastic job. He also attended his first [Polk County] Tourist Development Council (TDC) Meeting and said he would follow in the steps of Commissioner Dantzler since he was elected as the Chair of the Arts, Culture and Heritage Committee. He added that he was looking forward to serving on that board and subcommittee. Lastly, he said he was on the FLC Finance and Taxation Legislative Policy Committee and said that unlike previous years where they went after multiple initiatives, this year they were only going after the property tax reform initiative. He emphasized that eliminating property taxes could unintentionally increase costs through higher municipal fees and non-ad valorem assessments. He also stressed the need for continued education and coordinated advocacy, noting that state leaders are divided on solutions and that placing multiple tax proposals on the ballot would not produce a clear or effective outcome. Mayor Birdsong reported the following: attended the WHHS Homecoming Parade and said it was one of the largest crowds he had seen; attended the FLC Utilities, Natural Resources, and [Public Works] Legislative Policy Committee Meeting and said they were also pursuing what utility rates could be charged outside the City limits and restrictions on transferring Enterprise Funds to the General Fund, which would create major budget challenges. He added that he had never seen such significant threats to local government Home Rule. He also attended Touch-A- Truck & More: Hands on Haven; attended another event in Downtown Winter Haven; and attended the book signing event for author Nikki Sterling at the [Winter Haven Public] Library and supported other local writers; attended the Florida Federation of Garden Clubs Meeting; attended the Chamber Luncheon featuring Superintendent Heid; attended the Leadership Winter Haven Luncheon, which he explained helped him in the past launch his political career; attended a Lakes Advisory Committee Meeting; and attended the Central Polk Parkway historic groundbreaking for the leg that was going to go from where it ended in Winter Haven to Bartow at State Road 60, which he explained in more detail. Lastly, he attended the Dr. Martin Luther King, Jr. Committee Meeting for the planning of the MLK activities in 2026, where there was great discussion on the MLK Luncheon. 15. CITY ATTORNEY REPORT City Attorney Murphy greeted former Mayor Potter who was in the audience. 16. CITY MANAGER REPORT City Manager Stavres thanked Commissioner Dantzler for his comments regarding the Employee Health Fair and said that Human Resources Director Dykes and her team made that happen with the support of other departments. He also expressed appreciation for all of positive comments regarding the Touch-A-Touch: Hands on Haven event and that Public Affairs and Communication Director Hill was the lead in making that happen with help from her team and other departments. Lastly, he said he had sent communication to the Commission last week regarding Floridino’s Restaurant [site], located at Spring Lake Square, which had been demolished unexpectedly quickly, which cleared an eyesore and resolved ongoing code and safety concerns. Lastly, he reported that he and Deputy City Manager Carnevale would be heading back to Tampa after this meeting to finish their next two days of their International City/County Management Association (ICMA) Conference. Mayor Pro Tem Yates inquired whether the ongoing federal shutdown will impact the City and, if so, what those impacts might be. He added that a detailed update at the next meeting would be acceptable if the information was not available immediately. City Manager Stavres explained that the federal shutdown was mainly causing delays and administrative disruptions in federally funded grant programs, particularly those involving the Federal Aviation Administration (FAA) and the U.S. Department of Housing and Urban Development (HUD), though none appeared to be in jeopardy and it was more of a disruption and a pause in the process. He added that there was the potential for local families, communities involved with the federal government, and federal government employees that resided in Polk County to feel financial strain, so making sure that the City had access or the information on resources to provide to them was important. Also, that there was not much more beyond coordination and particularly in the federal grants, but the City did not have anything lagging in that arena from a financial standpoint, which Chief Financial Officer Scott confirmed. 10

CITY COMMISSION MEETING – October 27, 2025 Page 4 of 4 17. DEPUTY CITY MANAGER REPORT Deputy City Manager Carnevale added Quiet Zones to what City Manager Stavres’ discussed and noted that they had been working on the Quiet Zones project for a while now. The project was delayed because the scheduled Federal Railroad Administration (FRA) inspector visit was postponed due to the federal furlough, which caused a temporary pause in the process. 18. CITY CLERK REPORT City Clerk Castillo reported the following: • Election Day was next Tuesday, November 4, 2025 • Mailers to registered voters w/their specific polling location were mailed out early last week • Last day to register to vote was October 6 • Last day to request a vote by mail ballot was October 23 • Registered voters need to update their name or address with the SOE prior to Election Day • Early Walk-In Voting started today and continues until this Friday, October 31. Hours from 8:30 a.m. until 4:30 p.m. o Polk County Supervisor of Elections Operations Center in Winter Haven o Polk County Supervisor of Elections headquarters in Bartow o Polk County Government Center in Lakeland • TWO new polling locations this year: o Spring Haven [Senior Living] - 1225 Havendale Blvd NW (replacing Abiding Savior Church) o Cypress Ridge Presbyterian Church – 6230 Cypress Gardens Boulevard (replacing Calvary Baptist Church) • On Election Day, the polls would be open from 7:00 a.m. to 7:00 p.m. She added that all of this information and more was available on the City’s website with other helpful information on the Polk County Supervisor of Election’s website. Lastly, she reported that there was a Logic and Accuracy Test of voting equipment tomorrow October 28, 2025, at 10:30 a.m. at the Supervisor of Elections Operations Center in Winter Haven. All candidates had been invited to attend and Mayor Pro Tem Yates agreed to attend to represent the Canvassing Board. The advertisement for this meeting was prepared by the SOE Office per State Statute. Mayor Pro Tem Yates questioned the reason for using polling locations that were not owned by the City, especially for the two new polling locations, when it had so many phenomenal buildings. Discussion ensued regarding quadrants, how the polling locations were chosen, the familiarity of voters to locations available in other elections, obstacles to using certain City-owned buildings such as the Fire Station, convenience, accessibility, size, and parking. 19. EMERGENCY MATTERS NOT RECEIVED FOR THE AGENDA – None  Mayor Birdsong welcomed retired former City employee Christine Samuel who was in the audience. 20. ADJOURNMENT – 7:12 p.m. ATTEST: CITY OF WINTER HAVEN, FLORIDA ___________________________ _________________________ Vanessa Castillo, MMC Nathaniel J. Birdsong, Jr. City Clerk Mayor 11

CITY COMMISSION AGENDA REVIEW SESSION MINUTES DATE: Wednesday, November 05, 2025, 5:30 p.m. LOCATION: City Hall – John Fuller Auditorium 451 Third Street NW, Winter Haven, FL 33881 NOTE: PowerPoint slides of certain agenda items were also presented during this meeting. Link to PowerPoint here: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:9db72598-84fb-458c-a4f1-10c8893e151f A hard copy of the PowerPoint will be attached to the original signed minutes. 1. CALL TO ORDER - Mayor Birdsong called the meeting to order at 5:30 p.m. 2. ROLL CALL - Vanessa Castillo, MMC, City Clerk Commissioners Present: Mayor Nathaniel J. Birdsong, Jr.; Mayor Pro Tem Brian Yates; Commissioner Bradley T. Dantzler; Commissioner Tracy Mercer Commissioner; and Commissioner Clifton E. Dollison Staff Present: City Manager T. Michael Stavres; Deputy City Manager Michael “M.J.” Carnevale; City Attorney John Murphy ; City Clerk Vanessa Castillo; Assistant City Manager for Public Safety Charlie Bird; Smart City Officer Hiep Nguyen; Economic Opportunity and Community Investment Director Eric Labbe; Chief Financial Officer Colleen “C.J.” Scott; Public Works Director Brittany Hart; Parks, Recreation and Culture Director Julie Adams; Public Affairs and Communications Director Katrina Hill; Safe Neighborhoods Director Tanya Ayers; Police Chief Vance Monroe; and Fire Chief Drew Neubrand. 5. PRESENTATION(S) A. Women’s Club of Winter Haven Presentation to the City – Jane McGinnis, President & Kimberly Burr, Committee Member There were no questions or discussion. B. *** AGENDA REVIEW ONLY *** Strategic Plan Presentation: Community Safety (Note: This item was presented at the end of the meeting.) City Manager Stavres showed a FY25 Strategic Pillar Update – Community Safety PowerPoint (see link/attached) and gave an introduction and overview of this item. National Night Out Police Sergeant Patrick Condor explained that National Night Out was an annual community event intended to strengthen partnerships between first responders and the residents they served by allowing the community to interact with public safety personnel in a positive, non-emergency setting. The event originated in 1984 and had grown from approximately 400 communities to more than 17,000 nationwide across all 50 states. They were typically held at Abbey Lane Apartments and Palm Place between August and November and there were plans to expand to additional communities. He showed photos of the event and said that the events included family-oriented games, goodie bags and participation from police and fire personnel. He also noted that National Night Out benefited both residents and first responders by fostering trust, approachability, and meaningful engagement, and that the program was expected to continue growing due to strong community interest and support. 12

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 2 of 8 Old Floridino’s Building Update Safe Neighborhoods Director Tanya Ayers provided an update on the former Floridino’s building at Spring Lake Square. She explained that the property, owned by Landmark Investments, permanently closed in 2021 following a kitchen fire and had also received significant structural damage due to Hurricane Milton in October 2024. She showed photos of collapsed and exposed areas of the building and stated that it continued to deteriorate. It was cited as an unsafe structure by Code Compliance and proceeded to a Special Magistrate Hearing, resulting in a demolition order the City was able to secure with a 120-day compliance period. The demolition was completed on October 22, 2025, debris was subsequently removed, with no known redevelopment plans from the owner other than to keep it fenced. Commissioner Dantzler asked about the condition of the other nearby building. Director Ayers explained that while it was structurally sound and still operating, there were five active code compliance cases across three Landmark- owned parcels involving issues such as junk, permitting, and inoperable vehicles. Discussion ensued. Commissioner Dollison questioned why the demolished building’s foundation had been left in place. Director Ayers stated that the owner intended to retain it in hopes of future redevelopment. She acknowledged that this was uncommon, but clarified that leaving the foundation was not a code violation as long as the site remained fenced, adding that staff would continue to monitor the property due to the existing compliance cases. Cybersecurity Software Platform Business Tech Support Manager Robert van Druten reported that the City had invested in a third-party risk management platform designed to monitor the cybersecurity posture of external vendors and partners by providing real-time alerts, safety ratings, and early identification of vulnerabilities, thereby reducing risks such as data breaches, downtime, and compliance issues. He explained that the platform aligned with best practices under the National Institute of Standards and Technology (NIST) cybersecurity framework adopted by the City and noted that the City was actively using it to assess both existing and prospective vendors, including those supporting citizen- facing services. Manager van Druten stated that the City’s 28 monitored vendors averaged a strong security rating and that the City’s own security rating exceeded industry averages. He also noted that the City had received a cybersecurity software grant from Florida Digital Services and intended to pursue future funding opportunities. City Manager Stavres added that the platform helped safeguard residents by ensuring that vendors supporting customer-facing systems were secure, addressing prior Commission questions regarding how software vendors were evaluated and vetted for cybersecurity protections. Mayor Birdsong inquired as to the amount of the grant. Manager van Druten indicated that the grant was for two software products. City Manager Stavres clarified it was more of a product-based grant rather than direct monetary funding. Lead and Copper Revision Report Water Construction Superintendent David Hernandez reported that over the prior two years the Water Department had replaced 35 lead service lines and 54 galvanized service lines, completed 3,779 soft digs, and confirmed that approximately 65% of the water system was non-lead. He stated that required reporting to the Polk County Health Department had been completed and that, while the Florida Department of Environmental Protection (FDEP) allowed systems until 2037 to remove lead, the department aimed to finish the work within six to seven years. He noted that about 15,564 service lines that still had unknown material, however, they would be investigating these. In 2026, they planned another 1,000 soft digs. He described the use of new equipment and said that they had partnered with Trinnex for their leadCAST predictive modeling platform to efficiently identify and prioritize replacements. He also explained that residents could view their service line status on the City’s website, which Public Affairs and Communications Director Hill demonstrated. City Manager Stavres added that the issue about lead within the water system was not lead coming out of the City’s potable water and explained further. He explained that predictive modeling and soft digs were accepted best practices and believed that four rounds of this would give staff a 95% accuracy on where there was lead in the entire system without having to excavate every existing connection. Mayor Birdsong asked about the 2037 due date and how long would it take the City to reach 100% from 65%. City Manager Stavres confirmed the City was on track to complete the work well before 2037. Superintendent Hernandez concurred and explained in more detail. City Manager Stavres said costs were absorbed within the Water Department’s existing budget structure, which he explained further. Discussion ensued. Commissioner Mercer inquired if the City had much galvanized pipe. Superintendent Hernandez said there were 166 galvanized pipes as of a couple weeks prior. In regards to galvanized and asbestos-cement pipes, he noted appropriate prioritization and safety protocols were being followed. 13

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 3 of 8 Commissioner Dantzler commended staff for their work and its importance to public health and quality of life. Discussion ensued. Risk & Resilience Assessment Wastewater Treatment Plants Manager David Nicholson reported that the City was completing its Risk and Resilience Assessment under the America’s Water Infrastructure Act, describing it as a strategic evaluation of risks and vulnerabilities affecting the entire utility, including drinking water, wastewater, administration, and customer service functions. He explained that although federal requirements applied only to drinking water, the City elected to assess the full utility. Manager Nicholson stated that the assessment was in its second five-year cycle, was updated internally each year, and was on track for third-party completion and submission to the U.S. Environmental Protection Agency (EPA) for recertification by the December 31, 2025 deadline. He noted that the process evaluated physical infrastructure, cybersecurity systems such as Supervisory Control and Data Acquisition (SCADA), and preparedness for events including severe weather, power outages, equipment failures, and security threats, with the goal of prioritizing improvements, budgeting effectively, and strengthening resilience to protect public health and the environment. City Manager Stavres commended Winter Haven Water Director Hubbard, Assistant Director Mark Bombard, Manager Nicholson and all of those that worked on this and added that the assessment built on earlier third-party work and involved cross-departmental participation through scenario-based emergency planning. He emphasized that the updated assessment addressed a wide range of potential threats, including contamination, cyberattacks, equipment failures, and natural disasters, and went beyond a traditional emergency management plan by focusing on prevention as well as response. He commended staff for producing a comprehensive, forward-looking framework that positioned the City to better safeguard its utility systems. Concealed Carry Guidance City Manager Stavres advised the Commission that his office had issued internal guidance (see attached), which was distributed to the Commission, to staff regarding recent appellate court rulings affecting Florida’s concealed carry law, which effectively expanded open carry in many public places. He explained that facilities historically allowing concealed carry could now permit openly carried firearms when no governing body meeting was occurring, creating concern and confusion for staff and the public. City Manager Stavres also stated that the guidance was intended to ensure legal compliance, respect Second Amendment rights, and equip staff to respond accurately and calmly to citizen concerns. He noted that the City consulted other municipalities, the Florida Police Chiefs Association, and the City Attorney’s Office in developing the guidance, while acknowledging unresolved legal questions regarding long guns, appointed boards, and school-sanctioned events on City property. He emphasized that staff and law enforcement were being kept informed as clarification continued to be sought. Commissioner Dantzler asked whether firearms were allowed in City Hall. City Manager Stavres and City Attorney Murphy clarified that firearms were prohibited during meetings of a governing body, but that state law preemption limited the City’s ability to regulate firearms beyond what was specified in the Florida Statutes. City Manager Stavres explained that current law addressed handguns but was unclear regarding long guns. There were many questions about long guns and school sanctioned facilities hosted on City property that staff was still trying to chase down. Discussion ensued regarding enforcement challenges and the need for heightened security measures. City Attorney Murphy added that questions remained about whether the prohibition applied to certain appointed boards and special districts. City Manager Stavres emphasized the City’s commitment to protecting the public while complying with state law. 6. DEVELOPMENTS OF NOTE – None 7. MINUTES A. October 13, 2025, Regular City Commission Meeting Minutes There were no questions or discussion. B. October 22, 2025, City Commission Agenda Review Session Minutes There were no questions or discussion. 8. COMMENTS FROM THE AUDIENCE – None 9. ORDINANCE(S) – SECOND READING – PUBLIC HEARING – None 14

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 4 of 8 10. CONSENT AGENDA A. Chain of Lakes Park Phase II Additional Parking Facilities: Change Order & Third Amendment to the Interlocal Agreement with Polk County City Manager Stavres gave an overview of this item and said that staff was still planning to do a dedication for the baseball fields and new concession building on December 3, 2025. He added that if the Commission visited the AdventHealth FieldHouse and Conference Center in the next few days, they would see a mural going on the front of the new concession building, which was currently being painted. There were no questions or discussion. B. Florence Villa Community Development Corporation Lease Agreement City Manager Stavres gave an overview of this item. It would be placed under New Business instead since Mayor Birdsong could not vote on this item due to his association with the Florence Villa Community Development Corporation (FVCDC). Commissioner Dantzler asked about maintenance responsibilities under the agreement. City Manager Stavres explained that this was outlined under section 5 of the agreement and the FVCDC was required to maintain the property in good condition at all times, which included all interior and exterior maintenance such as walls, painting, plumbing, doors, windows, and grounds. The City remained responsible for structural elements such as the roof and interior support structures, consistent with other City facilities. Discussion ensued about the Cola building and the Armory. C. Black & Veatch Scope of Services for a City Comprehensive Vulnerability Assessment and Adaptation Plan in accordance with FDEP Grant Agreement - 25PLN29 City Manager Stavres gave an overview of this item. There were no questions or discussion. D. Lake Idyl Stormwater Improvement Project (Phase 1) FDEP Grant Agreement NS131 City Manager Stavres gave an overview of this item. Commissioner Dantzler inquired what would the final project would look like. Deputy City Manager Carnevale explained that the proposed stormwater system was entirely underground and would not visibly change the landscape, functioning similarly to other underground stormwater projects previously completed by the City. Mayor Birdsong asked if this would affect water quality since the border body was in bad shape with growth. Deputy City Manager Carnevale said the system would reduce nutrient runoff into the lake by percolating stormwater into the ground and noted it was one phase of a larger, multi-phase effort that also included future in-lake improvements. Mayor Birdsong said he had received citizen feedback regarding the condition and water quality of the lake. Mayor Pro Tem Yates asked about the status of development on the northeast corner of the lake that the Commission had approved and once developed, if it would have requirements, etc. for their drainage. Economic Opportunity and Community Investment Director Labbe said yes and that they were currently submitting construction plans for review. They would be required to provide on-site stormwater retention under Southwest Florida Water Management District (SWFWMD) permitting. Mayor Pro Tem Yates asked if a dock for residents would be installed and if it was allowed. Director Labbe said he was not sure yet and would check with the Engineering Division to see if those construction documents were submitted. Mayor Pro Tem Yates commented that there was no public access. City Manager Stavres clarified there was a boat ramp. Discussion ensued regarding its location on the west side of the lake at the end of Sears Avenue done in the past ten years, historical grove activity contributing to legacy nutrient impacts, and new development being required to meet current stormwater mitigation. Commissioner Dantzler commented why would the City hold off since the developer would take care of the issue. City Manager Stavres clarified that the City’s project addressed stormwater on the north end of the lake. Discussion ensued regarding the east side of the lake. 15

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 5 of 8 11. RESOLUTION(S) A. R-25-51 - Acceptance of New Utility Easement form Breeze SPE, LLC. for installation, operation, and maintenance of sanitary sewer lines and related utility infrastructure; and termination, release, and vacation of existing utility easement in favor of the City of Winter Haven. City Manager Stavres gave an overview of this item. There were no questions or discussion. 12. ORDINANCE(S) - FIRST READING A. O-25-30 - Request by Candace Ducking and Lisson Etienne to assign Neighborhood Support Future Land Use to an annexed parcel B. O-25-31 - Request by Candace Ducking and Lisson Etienne to assign Commercial- Highway (C3) zoning district to an annexed parcel City Manager Stavres gave an overview of items 12A and 12B. Mayor Pro Tem Yates asked if the entrance and exit would be off of 8 th Street NW or Avenue X NW. Director Labbe explained that access was discussed at the Planning Commission, noted that the roadway was FDOT-controlled, and stated that while the developer might seek access from 8th Street or US 17, he did not know if they would get a permit from FDOT to do that. However, from his experience it was more likely FDOT would make them connect on Avenue X. City Manager Stavres added that no site plan had been submitted yet and that the current request was limited to land use and zoning approvals to allow the development process to move forward. C. O-25-32 - Request by the City of Winter Haven to assign Institutional Future Land Use to an annexed parcel (500 4th Street East Wahneta) City Manager Stavres gave an overview of this item. Mayor Birdsong inquired about long term plans. Winter Haven Water Assistant Director Mark Bombard stated that there were no current plans for future development of this property. He noted that a parcel to the east of it might need to be expanded in the future to support the proposed Pollard Road water treatment plant to house wells and storage tanks. There were no plans for the main parcel, however, which had an unoccupied residence and a pole barn. City Manager Stavres said the primary purpose of acquiring the property was to extend Fourth Street, which he explained in more detail. It would also allow the City to provide additional access to Wastewater Treatment Plant No. 3 and allow the City to provide certain easements for the Polk Regional Water Cooperative (PRWC) water system. Commissioner Mercer asked about the location of a City-owned property which City Manager Stavres pointed out was a lot going north on Pollard Road. Discussion ensued. Mayor Pro Tem Yates asked if the majority of that lot was low or wet or if it was where the small, centralized pond or lake was. City Manager Stavres said it was mostly around the pond and that that area was going to be wet. Mayor Pro Tem Yates suggested the property could someday be considered for a small tiny-home community, an idea City Manager Stavres acknowledged as potentially worth exploring after getting through the Pollard Road Project and seeing what future utility needs and additional acreage was determined. Commissioner Dollison asked whether the Tallahassee tiny homes project was developed by a particular developer. City Manager Stavres explained it was called The Dwellings located off Capital Circle West, and developed privately with over 100 tiny home units, including shared spaces like a commissary, classrooms, and other facilities. Commissioner Dantzler added that it also had a community garden, activities room, and kitchen. City Manager Stavres suggested it might be worth another site visit to see how the project had expanded and been sustained. Commissioner Dantzler noted that a developer would need support, including land and passion, to replicate such a project. Mayor Pro Tem Yates emphasized that securing land was the main challenge but agreed it could be a highly impactful project for families and children, suggesting it be considered for future planning. 16

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 6 of 8 D. O-25-33 - Request by the City of Winter Haven to assign Public Institutional (PI) zoning district to an annexed parcel (500 4th Street East Wahneta) (Note: This item was a companion Ordinance to O-25-32.) E. O-25-34 - Request by the City of Winter Haven to amend the 2035 Future Land Use on a portion of a parcel from Neighborhood Suburban and Neighborhood Support Future Land Uses to Institutional Land Use City Manager Stavres gave an overview of this item. Commissioner Dantzler asked for clarification on whether the City had acquired 10 acres of highland uplands, noting he thought it was only five acres. Assistant Director Bombard explained that the 10-acre parcel was primarily uplands, with roughly nine acres of uplands and a small portion of wetlands along the eastern drainage canal edge, pending final survey results. City Manager Stavres confirmed the City had considered it about 10 acres when purchasing the property. Assistant Director Bombard added that an additional five-acre parcel south of the main Bradco portion was uplands reserved for future parking and trail access. Commissioner Dantzler inquired about placing pole barns or equipment storage on the wetland area, and Assistant Director Bombard responded that the complete site design had not been finalized but accommodations would be made for maintenance needs if no suitable area was found. Mayor Birdsong noted he had met with the Bradco family and learned that while the remaining property may be developed long-term, their business was based in Georgia, not Florida. F. O-25-35 - Request by the City of Winter Haven to rezone a portion of a parcel from Single Family Residential- Small Lot (R-2) and Conservation (CN) zoning districts to Public Institutional (PI) zoning district There were no questions or discussion. 13. NEW BUSINESS A. RFP-25-37 - Award of Local Government Area of Opportunity (LGAO) City Manager Stavres gave an overview of this item. Affordable Housing Compliance Manager Nancy Hurley confirmed that Polk County as a whole could only have one project that could get the tax credit designation per year. City Manager Stavres explained that although multiple projects could come out of Polk County, only one could be funded through the program. There were two Winter Haven projects with one [Blue Trinity Place, LLC] recommended by the City and one recommended by Polk County, both having an equal shot of being considered. Manager Hurley said the other projects within the County were in Haines City, Lakeland and Auburndale. City Manager Stavres said that for the Winter Haven projects, both had an LGAO designation and accounting for 40% of the 5 total projects being submitted for consideration. City Manager Stavres noted that if Blue Trinity Place were selected, the City would provide $610,000 from the affordable housing trust fund, and reiterated the City’s prior $1 million commitment to the Winter Haven Housing Authority (WHHA) redevelopment of the Lucerne Park Housing Project if it were selected. Discussion ensued regarding the City’s $1 million dollar commitment, the Florida Housing Finance Corporation’s non-interference period and open application, Polk County and City support for the Village of Lake Smart application submissions, and if the City’s commitment was verbal or written. City Attorney Murphy discussed the opening of the Request for Proposal (RFP) to all, parameters of what was being recommended, and the evaluation of two submittals, and the WHHA project not being on the list, which was confirmed by Manager Hurley. He also cautioned against making new formal commitments outside the completed RFP process and advised limiting action to the City staff recommended LGAO designation for Blue Trinity Place. Manager Hurley concurred. Discussion ensued. 17

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 7 of 8 Mayor Pro Tem Yates expressed that he wanted to be sure that every lottery ball entered for any development within Winter Haven for affordable housing had the best “leg up” possible and if the Commission needed to do something similar for the WHHA, he suggested the City look to see if they needed to do it or not. City Manager Stavres responded that only one LGAO could be granted by the City, but funding would follow whichever project ultimately received the tax credits. Discussion ensued. City Attorney Murphy concurred with City Manager Stavres that he understood that only one could be done. Commissioner Mercer asked for clarification between the City-recommended project and the County-recommended project. City Manager Stavres said they could both go and explained in more detail. Mayor Birdsong emphasized the importance of confirming whether the City’s prior $1 million commitment to the WHHA was formally documented in the minutes. City Manager Stavres recommended that this was separate from that meeting and that he would bring forward a commitment for official action by the Commission if the project was awarded the LGAO. Discussion ensued. Discussion ensued about loans. City Attorney Murphy clarified that one of the requirements of the loan was that there was a mortgage recorded in the public records and contributions were structured as forgivable loans tied to long-term affordability requirements. Discussion ensued. City Manager Stavres reported that the current balance in the affordable housing trust fund was approximately $1.5 million, which he explained in more detail. B. Certification of the November 4, 2025, City of Winter Haven Regular Municipal Election for Commission Seat Nos. 4 and 5 (*NOTE: Documents will be uploaded on November 7, 2025) City Clerk Castillo explained that this item pertained to certification of the November 4, 2025, Regular Municipal Election. She stated that while the election had concluded and a runoff was scheduled for December 2, 2025, this certification addressed only the Regular Election results. She noted that a Canvassing Board Meeting was scheduled for Thursday, November 6, 2025 at 5:05 p.m. to conduct the Certification and Random Race and Precinct Selection. City Clerk Castillo reported that the Seat No. 4 race resulted in a Run-Off Election between Candidates Matthew Crowley and Chad Davis, and that in the Seat No. 5 race, Commissioner Dollison was declared the winner. She further stated that following completion of the November 6, 2025, Canvassing Board Meeting and results, she would upload a fact/summary sheet [and Certificates of the Commission] on Friday, November 7, 2025. Commissioner Dantzler raised concerns about voter confusion caused by changing polling locations, that he had received numerous complaints, and advocated for establishing permanent polling places in government-owned facilities to provide consistency and reduce confusion. He suggested identifying suitable City or Polk County facilities, coordinate with the Supervisor of Elections for them to issue updated voter cards, and begin this work well in advance of the next election cycle. Mayor Pro Tem Yates concurred. Discussion ensued. City Clerk Castillo explained that polling location changes were made in coordination with the Supervisor of Elections based on availability, proximity, capacity, and prior experience hosting elections, noting that recent changes were driven by churches declining to continue serving as polling sites. She also added that postcards to every household with registered voters had been mailed that included their exact voting location. City Manager Stavres agreed on the importance of consistency, emphasized that changes typically occurred only when a host site became unavailable, and noted that any future use of City facilities would need to meet Supervisor of Elections requirements for space, parking, access, and capacity, particularly for midterm elections. He supported the idea of assessing potential facilities and bringing options forward for further discussion. 14. CITY COMMISSIONERS/LIAISON REPORTS – No report 15. CITY ATTORNEY REPORT – No report 16. CITY MANAGER REPORT A. Commission Liaison Request - RFP-26-05 Aviation Fuel Supplier There were no questions or discussion. 18

CITY COMMISSION AGENDA REVIEW SESSION – November 5, 2025 Page 8 of 8 B. Commission Liaison Request - RFQ-26-08 Construction Engineering and Inspection Services for the East Winter Haven Aquifer Recharge at the Bradco Managed Aquifer Recharge Well Commissioner Mercer agreed to serve. 17. DEPUTY CITY MANAGER REPORT – No report 18. CITY CLERK REPORT City Clerk Castillo reminded the Commission that a quorum was necessary for their Canvassing Board Meeting tomorrow, Thursday, November 7, 2025 at 5:05 p.m. in the John Fuller Auditorium for the Random Race and Precinct selection, as well as, the Certification of Election Results for the November 3, 2025, Regular Municipal Election. She explained that she had not yet received the provisional ballots, however, they would be reviewed at this meeting and added to the November 10, 2025 Regular City Commission Meeting summary sheet along with the certificates of the Canvassing Board for Seat Nos. 4 and 5. She also reminded them of the Post Election Audit on Wednesday, November 12, 2025, at 2:00 p.m. at the Supervisor of Elections Operations Center. This meeting would be to audit whichever race and precinct was chosen at random at the Canvassing Board Meeting tomorrow, which also required a quorum. Lastly, she reminded everyone that a Run-Off Election would take place on Tuesday, December 2, 2025 for Seat No. 4 19. EMERGENCY MATTERS NOT RECEIVED FOR THE AGENDA – None 20. ADJOURNMENT – 7:21 p.m. ATTEST: CITY OF WINTER HAVEN, FLORIDA ___________________________ _________________________ Vanessa Castillo, MMC Nathaniel J. Birdsong, Jr. City Clerk Mayor 19

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REGULAR CITY COMMISSION MEETING MINUTES DATE: Monday, November 10, 2025 6:00 p.m. LOCATION: City Hall – John Fuller Auditorium 451 Third Street NW, Winter Haven, FL 33881 NOTE: PowerPoint slides of certain agenda items were also presented during this meeting. Link to PowerPoint here: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:a550888c-9359-4df1-adf2-c044c0c39955 A hard copy of the PowerPoint will be attached to the original signed minutes. 1. CALL TO ORDER - Mayor Birdsong called the regular meeting to order at 6:00 p.m. 2. ROLL CALL - Vane