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DOWTNOWD DEVELOPMENT BOARD GRANT FUNDING AGREEMENT - TASTE OF CLEARWATER 2025DOWNTOWN 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 1. 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 Il. 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 Toss, liability, and damages of whatever nature, to persons and property, including, without limiting the generality of the foregoing, death of any person and loss 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. 4 IN WITNESS WHEREOF, the parties hereto have set their hands and seals. Countersigned: Attest: Attorney for the DDB Attest: By: STATE OF FLORIDA ) Downtown Development Board Bruce R Chairman Grantee. Rotary Club of Clearwater Charities, Inc. By: Todd Jennings, Print nage: Toy - x •f el Title: l'rL��Jc't Date: 9 (a 4 j a S COUNTY OF PINELLAS ) The foregoing in t waskno edged before me by mead * gh I presence or * online notarization, thi =s day of 'r i I , 2025 by / ct4U/...44 A / * is/are personally known to me or * who has/have produced a driver's license as identiFrc� (NOTARIAL SEAL) Notary Public, S Name of Notary: My Commission Expires: My Commission No.: Downtown Development Board Grant Application Row 5 Applicant 1 Primary Contact: Type of Grant Brit Maxwell, Exquisite Marketing & Events Request Special Event Name of Organization: Rotary Club of Clearwater Charities, Inc Street Address: PO Box 822 City: State: Zip: CeII Phone: Office Phone: Email Address: Website 1 Social Media Link(s): Description of Project: Total Project Cost (1): Amount of Grant Funds Requested (S): Applicant's Financial Clearwater Florida 33757 +1 (727) 600-6570 exquisitemessage@gmail.com https://www.clearwatematanalg lamps://www.faceb000c.com/ClearwaterRotary https://www.instagram.corn/rotary club Qf clearwater/ lis://www.linkediin.comlcomp&t1y g� "-��b-of�leatwater 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. #TasteOfCiearWater #ClearwaterRotary $55,920.00 $45,000.00 Contribution ($): Third -Party Centributlorit (SY When Will the event take. place? $20A00.00 Saturday, May 31.2025 Who Will iniplenient he Ro project? Where:Will the 'project occur?' prefect Attraction Applicant. SIgnarture: Title of Event: Dete(e):of Event: Description of Special Event: of Clearwater Coachman Park - 300 Cleveland St, ClearVaitar, FL33757 The Taste of Clearwater invites everyoneln the Clearwater community., from residents and local businesses to visitors INS event is anticipated to draw between 5000 and 7,000 attendees, creating a Iivetyatm�sphere thrOughoutthe day. Local businesses. have the OppOrninity to participate at an exceptionally affordable' vendorrate; enablingthern to.shOwcase their offerings to a broad. :audience. -Entry.tottie. event is.freefor-residents:and visitors alike, proVidingawonderftil opportunity Ito: explore 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 qday -of fun and entertainment together. With its Welcoming Vibe and cornmuntty spirit„ the inaugural Taste Of.Clearviater promises an unforgettable' experienceloi evenfOne involVed. The•Tatte of Clearwater Saturday, May 31, 2025 The first annual Taste of Clearwater isa Rotary -sponsored event that combines community.engagement„ family fun, music, fundraising, andsupport for local businesses, all centered around delicious foOd and drinks. This event will. shoWdase the best offerings from,the: greater Clearwater area. Local bands and Musicians will. create -a. lively attnesphere; while designated spaces allow attendees to relax, eat and enjoy 01c:festivities. Several children's activities will be avaiteble; including bouncehouses endgames. Various local restaurants and food venders -Will provide small bitesarid taStings Of. their signaturedishes. Additionally, shope,:ailisans, and service providers will set up booths to promote their productsand services.: Several .nOnprofits and Conernanity.orgenizations WIN also be present to share information about their local initiatives and pregrams..The. Rotary Club will have a booth highlighting ourrnission.and the impact we havemadein :Clearwater over the past 100. years. Proceeds:from this signature -event will support Rotary Club DfCtOarwater tp.dtas ooilege scholarships, reading Proererns, the: Student program, international clean water initiatives,. Clearwater Police and:: Fire Department stir:430n. and:community • grants for locainoriprofits. Thisaventis anticipated to.have5.000.- 7,900 attendees. we)* thecoursa of the: day. #Taste0fClearWater liClearwaterRotary Intended The Taste of" Clearwater is open to the entire Clearwater community,. Audience/ including.resicients,b4sinesses,. and Visitors. This event.ts expected Anticipated toattract 5,000 to 7,000 ettendoesthroughoutthe day. Suarnesset Attendance can partipipateat ;a. vendor rate that is lower than average; allowing them.toreach a wider audience,' The event isfree for residents and visitors, giving them the chance to enjoy downtown Clearwater and shop from local restaurants end Venders. The event offers a *family - friendly atimosphere with live Music and activities for children. Total Event Cost. (I):. Event -Brant Funds Requested ($) Where will the event be held? Contacted Special Events Department? Additional Sponsors or Media Outlets for Event: Coachman Park:, 300 Cleveland $t, Clearwater, EL 33757 Macfarlane Ferguson a. McMullen,,National Aviation Aca.denly,. TanTalk Radio, and others TBD. Funded by DPW No Before?: Applicant Signature Stepharile Zaragoza, Secretary, Rotary Club of Clearwater 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 • Taste of Clearwater Saturday, May 31st, 2025 Vendor Rot Club of Clear Hello, Downtown Development Boa rd of 'Clearwater, Myhanie. is Brit Maxwell, I wILL be Acting oribehaltof the .Rotary Club:Of-Clearwater: They have hired me to plan their inaugural eventTaste of Clearwater, My experience :of pLanning wide Scale.events.includes the St. PetersburgFoundation's Lealman Farmers Market, and the LealMan Engagerntnt Cornmitteeeeeries. of events for the past 3 years. - .Lealman HoneySt Arts Festival (as many as5,500 attendees) Lealrnan Independence Day.Celebration (as many as 6;000 attendees) .- Lealman ChristmeeTtee Lighting (as many. at 1 ,000.aftendaps) - The monthly Leaman Farmers Market (as Many as"750 attendeeS). These events have broughtatte.ndees from both local and:neighboring commu.nities...Along With being: greattime,:they have als.o.brought a positive perspective visitors: and residents -about the Lealman area. Direct feedback has been reCeived:consistently about the change residentshave experienced when thinking about where their hornbeam Located. Additionally, the committee members' organizations have been recognized as truly cad ngfor thebetterment of the LeatinarrcornmUnity by way of these events. included in the planning experience above, 1 have managed events for the KIA.Center (formelikArnWayCenter)and-CaMpingWorld Stadium. in Oriando.inventeinclude professional sports,. headlining concerts, and 'corporate buyouts.. These arenas .hoStedan average of 30,000 attendees Several times per week. have been on the area managernen;side of Jazz Forte, withClearWater JaZz Holiday,.fOr5 years. I am lookingforward tothe opportunity to work with yOu..all en the development of the :beautiful city of Clearwater, Please reach :MAIO mewith any questions or concerns.. With gratitude, Brit Maxwell Exquisite Events (727) 600-6570 - • 11 • 11 • '11 EXHIBIT B The Rotary Club of Clearwater's Taste of Clearwater 2025 INCOME BUDGET DDB FUNDS Estimated Merchandise Sales $ 500 Estimated Vendor Fees $ 10,000 Sponsorships $ 10,000 DBB Grant $ 30,000 $30,000 TOTAL INCOME EXPENSES $ 50,500 BUDGET $30,000 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 sate $ 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) Gmail Taste of Clearwater Stephanie Zaragoza <stephaniez6950@gmail.com> To: Stephanie Zaragoza <atephaniez6950@gmail.com> Stephanie Zaragoza «tephantez6950@gmail.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 . Fri, Mar 14, 2025 at 12:07 PM 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 850.487.1395 • 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 Unsubscribe from workflow id: 3171371942471556 0 2025 Smartsheet Inc. Privacy Notice I Report Spam' Provide Feedback alb Download O. pDo.e nal III for Mac El..mr pfor windows Stephanie R. Zaragoza Rotary Club of Clearwater District 6950 Assistant Governor Area 3 2024-2027 (C) 813.477.2303 (E) stephaniez6950©gmait com Rotary District 6950 .TMENNIIIIC The Rotary Club of Clearwater's Taste of Clearwater 2025 INCOME Estimated Merchandse Sales E;uie€ t $500 LIEF F0!1d5 Estimated Vendor Fees $10,000 Sponsorships $10,000 DBB Grant $45,000 $45,000 T(.) AL 1%( ()%1E L <PF IV,k:' >t,`5 5 + Ft,tip?t•1 $3,000 ` 131_100 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 Uquor license $25 Advertisin (Satellite Radio - 40k spots over 2 weeks) Net Proceeds to the Wary Club of Clearwater $1,000 $9,580 -$1,000