SUBJECT/RECOMMENDATION:
Title
Approve recommended changes to the Downtown Development Board Grant Request Policy and Procedures and application.
Body
SUMMARY:
The purpose of this item is to request approval for staff-recommended changes to the Downtown Development Board Grant Request Policy and Procedures (Policy).
CRA and Parks and Recreation staff collaborated to develop new guidelines aimed at:
• Ensuring that applicants have a financial stake in their event.
• Providing clear guidelines on eligible expenses that the DDB will cover.
• Implementing a reporting system to provide the board with quantifiable, measurable goals.
• Aligning the policy more closely with the City Co-Sponsorship Program.
Recommended DDB Grant Request Policy and Procedures Changes:
• Divided into two Categories: Community Event Funding with a maximum amount not to exceed $15,000 and High Impact with a maximum amount not to exceed $$30,000.
• Applicants’ contribution is 20% of the total event cost (this includes 3rd party contributions/sponsorship).
• Clearly defined direct production costs to help applicants understand what the DDB grant will cover.
• Applicants must submit grant funding requests at least 120 days before a DDB meeting.
• Any first-time “event” applicants must schedule a meeting with CRA and Special Event department staff prior to filling out an application
• Proof of submission of an application for a special event permit from the Special Events Division of the City of Clearwater will be the applicants Tentative Letter of Approval.
• Applicants looking for special event funding and the event is held within the DDB boundary cannot apply for Parks and Recreation Community Sponsorship Program.
• Event organizers will ensure that local merchants are informed about the event and given the opportunity to participate if they choose to do so.
• Reporting requirements added to include a Post-Event Survey providing the following information:
o Attendance
o Social Media Actions - all actions on social media before/during/after the event
o Sponsor/Program Participants Feedback
o Challenges or Issues
o Additional Feedback
The updated application will include a confirmation that the applicant has read the Policy prior to submission. Applications will be required to have an event map, budget, and Tentative Letter of Approval from Special Events at the time of submitting their application. Budgets must include:
• Expenses
• Revenue (to include any type of vendor fees)
• Applicant 20% contribution (which could include 3rd party contributions/sponsorship)
• Any additional 3rd party Contributions/Sponsorship
• DDB Eligible Expenses the applicant is requesting funding for
These changes are intended to improve accountability, streamline the grant process, and enhance the effectiveness of DDB grant funding.
