DOWNTOWN DEVELOPMENT BOARD GRANT FUNDING AGREEMENTDOWNTOWN DEVELOPMENT BOARD GRANT FUNDING AGREEMENT
Rotary Club of Clearwater
Taste of Clearwater 2025
This Downtown Development Board Grant Funding Agreement ("Agreement") is effective April
14, 2025, between the DOWNTOWN DEVELOPMENT BOARD, an independent special district
organized and operating pursuant to the ordinances and laws of the City of Clearwater ("DDB"),
and the Rotary Club of Clearwater Charities, Inc., a Florida not for profit corporation.
WHEREAS, some of the purposes of the DDB's current Work Plan are to increase awareness of
DDB District as a fun destination for Clearwater's residents, employees, and visitors, and to
increase awareness of the DDB District as a tourist destination; and
WHEREAS, Grantee has requested an event funding grant to partially fund Taste of Clearwater
("Program"). The proposed event will have food trucks, music, performers, and vendors described
in the event application attached as EXHIBIT A and the Budget attached as EXHIBIT B
("Proposed Program"); and
WHEREAS, the DDB has determined that the Proposed Program and providing a grant of up to
$30,000 all in accordance with the terms of this Agreement, is prudent use of DDB funds
ARTICLE I. TERM
The term of this Agreement shall be for a period of from April 14, 2025, until September 14, 2025,
unless earlier terminated under the terms of this Agreement.
ARTICLE II.
RESPONSIBILITIES OF THE Rotary Club of Clearwater Charities, Inc.
1) Services to be Provided by Grantee.
a. Grantee shall hire, schedule, and manage all operational and marketing services needed
to successfully execute and produce the Approved Program in accordance with the
requirements of this Agreement, the Funding Application attached as Exhibit A, and the
Budget attached as Exhibit B.
b. Grantee shall promote the Approved Program and shall identify DDB as a sponsor on all
marketing materials, including but not limited to print advertisement, social media, TV, any
press releases, and the Grantee websites for the listed event.
c. Grantee shall recognize DDB's funding during the Approved Program with an
announcement of DDB funding and showcase DDB's sponsorship with DDB's logo at the
Approved Program, on marketing materials, and on print advertisement.
d. Grantee will notify DDB of cancellation of the Approved Program due to weather, acts of
God, or other situations beyond Grantee's control. Rescheduling of the Approved Program
must occur within the current DDB fiscal year and will require DDB approval.
e. Grantee shall coordinate with city department(s) for special event permit approval and
other city resources that meet city safety guidelines and protocols, if required.
1
2) Required Documents and Reports from Grantee. If Grantee fails to submit all required
documents and reports electronically to DDB on or before 5:OOp.m on September 14 2025,
Grantee will forfeit its rights to reimbursement for the Approved Program. Grantee will
receive no reimbursement from DDB for the Approved Program.
a) A financial report and accounting for the Approved Program which shall include the
total costs and a detailed account of expenses.
b) Proof of completion of the Approved Program
c) An IRS form W-9
d) Invoice directed to DDB for actual costs incurred and itemized list of expenses
containing the type of expense, date of expense, and name of vendor with dated proof
of payment from the services provider.
e) A report summarizing the impact of the Approved Program, a summary of marketing
efforts, the number of attendees or participants, and audience feedback along with any
additional information that demonstrates the positive impact of the Approved Program
on the DDB District.
Electronic copies of all photos or video footage captured at the Approved Program for
DDB to use in its marketing materials in the future.
3) Use and Disposition of Funds Received. Funds received by Grantee from the DDB shall
only be used as reimbursement for actual costs incurred in compliance with the terms of
this Agreement for the Approved Program.
4) Non-discrimination. Notwithstanding any other provision of this Agreement, Grantee, for
itself, its agents, contractors, and representatives, agree that:
a) No Exclusion from Use. No person shall be excluded from participation in, denied
the benefits of, or otherwise be subjected to discrimination in the operation of this
program on the grounds of race, color, religion, age, disability, gender, pregnancy,
gender identity, sexual orientation, marital status, national origin, or genetic
information.
b) No Exclusion from Hire. In the management, operation, or provision of the
program activities authorized and enabled by this Agreement, no person shall be
excluded from participation in, denied the benefits of, or otherwise subject to
discrimination on the grounds of race, color, religion, age, disability, gender,
pregnancy, gender identity, sexual orientation, marital status, national origin, or
genetic information„ except that age may be taken into consideration to the extent
that the age of an employee is a bona fide occupational qualification, as permitted
by law.
c) Breach of Non -Discrimination Covenants. If Grantee violates any of the above
non-discrimination covenants, the DDB shall have the right to terminate this
Agreement immediately, without regard to any grace period or opportunity to cure.
5) Liability and Indemnification. Grantee shall act as an independent contractor and
agrees to assume all risks of providing the program activities and services herein agreed
and all liability, therefore, and shall defend, indemnify, and hold harmless the DDB, its
officers, agents, and employees from and against any and all claims of loss, liability, and
damages of whatever nature, to persons and property, including, without limiting the
generality of the foregoing, death of any person and Toss of the use of any property, except
claims arising from the negligence of the DDB or DDB's agents or employees. This
includes, but is not limited to, matters arising out of or claimed to have been caused by or
in any manner related to Grantee activities or those of any approved or unapproved
2
invitee, contractor, subcontractor, or other person approved, authorized, or permitted by
Grantee whether or not based on negligence. Nothing herein shall be construed as
consent by the DDB to be sued by third parties or as a waiver or modification of the
provisions or limits of Section 768.28, Florida Statutes, or the Doctrine of Sovereign
Immunity.
6) Compliance with Laws. Grantee shall comply with all applicable federal, state, county,
and local laws, rules, and regulations. If it is ever determined that this Agreement violates
any federal, state, county, or local laws, rules, or regulations, Grantee shall cure the non-
compliance promptly, or DDB may terminate this Agreement without regard to any
additional grace period or opportunity to cure.
ARTICLE III. RESPONSIBILITIES OF THE DDB
Grant. Payments will be made to The Rotary Club of Clearwater Charities Inc. on a
reimbursement basis for direct costs and city fees incurred, as authorized by this Agreement. The
DDB will reimburse The Rotary Club of Clearwater Charities Inc based on invoices and paid
receipts submitted for grant expenditures totaling $30,000 for eligible expenses for the Taste of
Clearwater. The total grant amount shall not exceed $30,000.
ARTICLE IV. DISCLAIMER OF WARRANTIES
This Agreement is the entire Agreement regarding the Approved Program. It may not be modified
or discharged except by written amendment executed by both parties. No representations or
warranties by either party shall be binding unless expressed herein or in a duly executed
amendment hereof.
ARTICLE V. TERMINATION
1) For Cause. Failure to adhere to any of the provisions of this Agreement in a material respect
shall constitute cause for termination. Either party may terminate this Agreement for cause by
giving the other party 30 days' notice of termination. If the default is not cured within the 30 -
day period following receipt of the notice, this Agreement shall terminate on the 31st day.
2) Disposition of Fund Monies. In the event of termination for any reason, monies provided to
Grantee by DDB but not expended in accordance with this Agreement shall be returned to the
DDB within 30 days of demand, and no other installments shall be paid.
ARTICLE VI. NOTICE
Any notice required or permitted to be given by the provisions of this Agreement shall be
conclusively deemed to have been received by a party hereto on the date it is hand -delivered to
such party at the address indicated below (or at such other address as such party shall specify to
the other party in writing), or if sent by registered or certified mail (postage prepaid), on the 5th
business day after the day on which such notice is mailed and properly addressed.
1) Grantee:
Todd Jennings, President
Rotary of Clearwater Charities, Inc.
PO Box 822
Clearwater, FL 33757
3
2) If to DDB, addressed to:
Chairman, DDB
P. O. Box 4748
Clearwater, FL 33758-4748
ARTICLE VII. MISCELLANEOUS
1) Assignability; Complete Agreement. This Agreement is non -assignable by either party and
constitutes the entire Agreement between the Applicant and the Agency and all prior or
contemporaneous oral and written agreements or representations of any nature with reference to
the subject of the agreement are canceled and superseded by the provisions of this agreement.
2) Applicable Law and Construction. The laws of the State of Florida shall govern the validity,
performance, and enforcement of this Agreement. This Agreement has been negotiated by the
Agency and the Applicant, and the Agreement, including, without limitation, the exhibits, shall not
be deemed to have been prepared by the Agency or the Applicant, but by all equally.
3) Severability. Should any section or part of any section of this Agreement be rendered void,
invalid, or unenforceable by any court of law, for any reason, such a determination shall not render
void, invalid, or unenforceable any other section or any part of any section in this Agreement.
4) Jurisdiction and Venue. For purposes of any suit, action or other proceeding arising out of or
relating to this Agreement, the parties hereto do acknowledge, consent, and agree that venue
thereof is Pinellas County, Florida.
Each party to this Agreement hereby submits to the jurisdiction of the State of Florida, Pinellas
County and the courts thereof and to the jurisdiction of the United States District Court for the
Middle District of Florida, for the purposes of any suit, action or other proceeding arising out of or
relating to this Agreement and hereby agrees not to assert by way of a motion as a defense or
otherwise that such action is brought in an inconvenient forum or that the venue of such action is
improper or that the subject matter thereof may not be enforced in or by such courts.
If, at any time during the term of this Agreement, the Grantee is not a resident of the State of
Florida or has no office, employee, agency, registered agent or general partner thereof available
for service of process as a resident of the State of Florida, or if any permitted assignee thereof
shall be a foreign corporation, partnership or other entity or shall have no officer, employee, agent,
or general partner available for service of process in the State of Florida, the Applicant hereby
designates the Secretary of State, State of Florida, its agent for the service of process in any court
action between it and the Agency arising out of or relating to this Agreement and such service
shall be made as provided by the laws of the State of Florida for service upon a nonresident;
provided, however, that at the time of service on the Florida Secretary of State, a copy of such
service shall be delivered to the Applicant at the address for notices as provided in Article VI.
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IN WITNESS WHEREOF, the parties hereto have set their hands and seals.
Countersigned: Downtown Development Board
Attest:
Attorney for the DDB
Attest:
By:
Bruce Re- or
Chairman
Grantee.
Rotary Club of Clearwater Charities, Inc.
By:
Todd Jennings, Pres : ent
Print naffie: T , S d el
Title: r »- J r/ts'
Date: `i I I .)
STATE OF FLORIDA )
COUNTY OF PINELLAS )
The foregoing ins nt was cknoWledged before me by mea.* gh I presence or * online
notarization, thi day of ✓+ I , 2025 by f jj 1-/l /1 ! , ho * is/are
personally known to me or * who has/have produced a driver's license as identifica'ion.
(NOTARIAL SEAL)
5
Notary Public, Sta e of Florictra
Name of Notary:
My Commission Expires:
My Commission No.:
EXHIBIT
A
Downtown Development Board
Grant Application
Row 5
Applicant /
Primary
Contact:
Type of Grant
Brit Maxwell, Exquisite Marketing & Events
Request Special Event
Name of Rotary Club of Clearwater Charities, Inc
Organization:
Street Address: PO Box 822
City:
State:
Zip:
Cell Phone:
Office Phone:
Email Address:
Website /
Social Media
Link(s):
Description of
Project:
Total Project
Clearwater
Florida
33757
+1 (727) 600-6570
exquisitemessage@gmail.com
s:/lwww.ciearwaterrotory.org
littps://www.facebook.com/ClearwaterRotary
https://www.instagram.com/rotary club of clearwater/
https://www.linkedin.com/company/the-rotary-club-of-clearwater
The first annual Taste of Clearwater is a Rotary -sponsored event
celebrating community engagement, family fun, and local flavors.
Attendees can enjoy delicious food from various local restaurants
and vendors, along with live music and activities for children,
including bounce houses and games. Booths will showcase local
shops, artisans, and nonprofits, with the Rotary Club highlighting its
100 -year impact in Clearwater. Proceeds will support initiatives like
scholarships, reading programs, and community grants. The event is
expected to attract 5,000-7,000 attendees. #Taste0fClearwater
#ClearwaterRotary
Cost ($): $55,920.00
Amount of
Grant Funds $45,000.00
Requested ($):
Applicant's
Financial
Contribution
($):
Third -Party
Contributions:
i$):
When will the
event take.
place?
Who will
implement the
project?
Where will the
project occur?
Project
Attraction
Applicant
Signature:
Title of Event:
Date(s)of
Event;
Description of
Special Event:
$20,500.00
Saturday; May 31, 2025
Rotary of Clearwater
Coachman Park - 300 Cleveland St, Clearwater, FL 33757
The Taste of Clearwater invites everyonein the Clearwater
community, from residents and local businesses to visitors. This
event is anticipated to draw between 5,000 and 7,000 attendees,
creatinga lively atmosphere throughout: the day. Local businesses
have the: opportunity to participate at an exceptionally affordable
vendor rate,enabling them to.showcase:their offerings to a broad
audience. Entry to the event is free for residentsand visitors alike,
providing a wonderful opportunity toexplore the charms of downtown
Clearwater while indulging in food, beer, and wine from local
restaurants and shopping at a variety of unique vendors.. The festival
will be filled with live music, while activities specially designed for
children ensure that families can enjoy a.day of fun and
entertainment together. With its welcoming vibe arid community
spirit, the inaugural Taste of Clearwater promises' an unforgettable
experience for everyone involved.
The Taste of Clearwater
Saturday, May 31, 2025
The first annual Taste of Clearwater is :a Rotary -sponsored event that
combines community engagement,. family fun, music, fundraising,.
and support for local businesses, all centered around delicious food
and drinks. This event will showcase the best offerings from the.
greater Clearwater area. Local bands and musicians will create _a
lively atmosphere, while designated spaces allow attendees to relax,
eat, and enjoy the festivities. Several children's activities will be
available; including bounce :housesand games. Various local
restaurants and food vendors will provide small bites and tastings of
their signature dishes. Additionally, shops, artisans: and service
providers will set up booths to promote their products and services.
Several nonprofits and community organizations will also be present
to share information about their local initiatives and programs. The.
Rotary Club will have a booth highlighting our mission and the impact
we havemade in Clearwater over the past 100. years. Proceedsfrom
this signature event will support various Rotary Club of Clearwater
initiatives, such as college scholarships, reading programs, the.
Student of the. Month program, international clean water initiatives,
Clearwater Police and. Fire Department support, and community
grants for local nonprofits. This event is anticipated to have. 5,000-
7,000 attendees over the course of the day. #TasteOfClearwater
#ClearwaterRotary
Intended The Taste of Clearwater is open to the entire Clearwater community,
Audience ! including residents, businesses, and visitors. This event. Is expected
Anticipated to attract 5,000 to 7,000 attendees throughout the day. Businesses
Attendance can participate: at: a vendor rate that is lower than average, allowing
themto reach .a wider audience. The event is free for residents and
visitors,giving them the chance to enjoy downtown Clearwater and.
shop from local restaurants and vendors. The event offers a family -
friendly atmosphere: with five music and activities for children.
Total .Event
Cost. ($):
Event Grant
Funds
Requested ($)
Where will the
event be held?
Contacted
Special Events
Department?
Additional
Sponsors or
Media Outlets
for Event
Funded by DDB
Coachman Park 300 Cleveland St, :Clearwater., FL 33757
Macfarlane Ferguson & McMullen,. National Aviation Academy,.
TanTalk Radio, and others TBD.
..o
Before?
Applicant Stephanie Zaragoza, Secretary,. Rotary Club of Clearwater
Signature
Applied for: Special Event Permit
Current BTR:
Is 501(c)(3)? Yes
Timeframe of 1 pm — 5 pm
Event:
Free to Public? Yes
Agreement
Checkbox.
Gmail
Stephanie Zaragoza <stephaniez6950@gmail.com>
Taste of Clearwater
Stephanie Zaragoza <stephaniez6950 @gmail.corn> Fri, Mar 14, 2025 at 12:07 PM
To: Stephanie Zaragoza <stephaniez6950(cgmail.com>
25-100 Taste of Clearwater Tentative Letter of Approval
To Whom It May Concern,
The City of Clearwater Special Events Department has tentatively
approved Special Event 25-100 Taste of Clearwater scheduled for
05/31/25 at Coachman Park .
Final approval is dependent on the satisfactory completion of the items
on the PRE -EVENT CHECKLIST. Once the completed checklist has been
received by the required due date, a Special Event Permit will be issued.
If applicable, please provide a copy of this email to the following entities
to continue planning your event:
• Tent Permits - Clearwater Planning & Development Dept.
Required for tents larger than 100 sq. ft.
727.562.4539
• State Alcohol Permit - Department of Business & Professional
Regulations (DBPR)
Required if selling or serving alcohol on City of Clearwater Property
850.4871395
• Downtown Clearwater Event Funding - Downtown Development Board
(DDB)
Organizers may apply for funding if event falls within the Downtown
Development Board (DDB) boundaries
727.562.4044
• City of Clearwater Business Tax Receipt - Clearwater Planning &
Development Dept.
Required if event is charging admission or hosting vendors
727.562.4539
• Department of Environmental Protection (DEP) Permit - Office of
Resilience and Coastal Protection
Required for events covering an area of 1000 square feet or larger and
located seaward of the coastal construction control line on the coastal
sands of Clearwater Beach
850.245.7676
*Before submitting this letter for any purpose other than those listed
above, please contact the Special Events Department for approval*
We wish you the best with your activity and we remain available should
you have questions or concerns.
Sincerely,
Clearwater Special Events & Permitting
(727) 562-4700
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Stephanie R. Zaragoza
Rotary Club of Clearwater
District 6950 Assistant Governor Area 3 2024-2027
(C) 813.477.2303
(E) stephaniez6950@gmail.com
Rotary
District 6950
The Rotary Club of Clearwater's
Taste of Clearwater 2025
INCOME
Budget
$500
DBB Funds
Estimated Merchandse Sales
Estimated Vendor Fees
$10,000
Sponsorships
$10,000
$45,000
$45,000
DBB Grant
TOTAL INCOME
EXPENSES
$65,500
Budget
$3,000
$45,000
Restroom Trailer
City Fees (Dumpster (20 yd), Police, City Permit)
$10,000
-$10,000
Entertainment (Musical Act, Stage, Sound System,Generator, Bounce Houses
$15,000
-$15,000
Refreshments for Event Staff and ice for drink sales table
$500
Decor and Design (Tents, tables, chairs, linens, beverage table, stage)
$6,000
-$5,000
Printing
$500
-$500
Event Insurance (included in policy)
$500
-$500
Marketing, Promotion, and Event Management
$18,000
-$13,000
Merch for sale
$395
Volunteer shirts
$600
Square Reader
$400
Liquor license
$25
Advertising (Satellite Radio - 40k spots over 2 weeks)
TOTAL EXPENSES
Net Proceeds to the Rotary Club of Clearwater
$1,000
$55,920
$9,580
-$1,000
-$45,000
Taste of
Saturday,
Clearwater
May 31st, 2025
— — Wet Zon
Food & Be
PESTFIZCMS
Parking
Restroom
Food
Tickets
•
- Club of Clear
Rot
Hello, Downtown Development Board of Clearwater,
My nanie is Brit Maxwell. I will be Acting on behalf of the. Rotary Club of Clearwater. They
have hired me to plan their inaugural event Taste of Clearwater. My experience of planning
wide scale events includes the St. Petersburg Foundation's Lea lm.an Farmers Market, and
the Leatman Engagement Committee's series of events foe the past 3 years.
- LeaLrnan Honey & Arts Festival (as many as 5,500 attendees)
Leatman Independence Day Celebration (as many as 6,000 attendees)
Leatman Christmas Tree Lighting (as many as 1,000 attendees)
- The monthly Leatman Farmers Market (as many as 750 attendees)
These events have.. brought attendees from both local and neighboring communities: Along
with beinge greattime, they have also brought a positive perspective to visitors and
residents about the Leatman area. Direct feedback has been received consistently about
the change residents have experienced when thinking about where their homes are
located. Additionally,' the committee 'members' organizations have been recognized as truly
caringfor the betterment of the Leatman community by way of these events.
Included in the planning experience above, 1 have managed events for the KIA Center
(formally Amway Center) and Camping World Stadium. in Orlando. Invents.include
professional sports, headlining concerts, and corporate buyouts. These arenas hosted an
average Of 3.0,000 attendees several times per week. Lo.cally, I have been on the area
managementside of Jazz Force, with Clearwater Jazz Holiday, for 5 years.
I am lookingforward to the opportunity to work with you all on the development of the
beautiful city of Clearwater. Please reach mit'to me with any questions or concerns.
With. gratitude,
Brit Maxwell
Exquisite :Events
ex`gldlsitemessaige@mail.corr
(727) 600-6570
EXHIBIT
B
The Rotary Club of Clearwater's
Taste of Clearwater 2025
INCOME
BUDGET
$ 500
DDB FUNDS
Estimated Merchandise Sales
Estimated Vendor Fees
$ 10,000
Sponsorships
$ 10,000
DBB Grant
$ 30,000
$30,000
TOTAL INCOME
$ 50,500
$30,000
EXPENSES
BUDGET
Restroom Trailer
$ 3,000
City Fees (Dumpster (20 yd), Police, City Permit)
$ 10,000
$ 10,000
Entertainment (Musical Act, Stage, Sound System,Generator, Bounce Houses)
$ 15,000
Refreshments for Event Staff and ice for drink sales table
$ 500
Decor and Design (Tents, tables, chairs, linens, beverage table, stage)
$ 6,000
$ 5,000
Printing
$ 500
$ 500
Event Insurance (included in policy)
$ 500
$ 500
Marketing, Promotion, and Event Management
$ 18,000
$ 13,000
Merch for sale
$ 395
Volunteer shirts
$ 600
Square Reader
$ 400
Liquor license
$ 25
Advertising (Satellite Radio - 40k spots over 2 weeks)
$ 1,000
$ 1,000
TOTAL EXPENSES
$ 55,920
$ (30,000)
Net Proceeds to the Rotary Club of Clearwater
$ (5,420)