SUBJECT/RECOMMENDATION:
Title
Approve revisions to the Clearwater Downtown Development Board (DDB) PILOT Micro-Pop-up Grant Program guidelines.
Body
SUMMARY:
The PILOT Micro-Pop-up Grant Program was created to support small-scale events and pop-ups within Downtown Clearwater that enhance vibrancy and economic activity. Based on staff’s administration of the program over the past 11 months, revisions are recommended to improve clarity, streamline processes, and strengthen accountability, making the program easier for applicants to navigate, ensuring consistent use of funds, and supporting broader downtown activation.
Recommended Changes:
• Remove the “Pilot” designation from the program.
Reasoning - the program has successfully activated Downtown Clearwater over the past 11 months, demonstrating proven impact and consistent demand, making it ready to transition from a pilot to a permanent initiative.
• Simplified funding structure to include mitigation in the $5,000 maximum award grant
Reasoning: Combining mitigation and standard expenses under a single cap reduces confusion for applicants and staff, ensures consistent budget tracking.
• Extending the grant to cover activation on the 600 Block of Cleveland Street and Station Square Park
Reasoning: Expanding eligible locations encourages broader downtown activation, supports local businesses, and allows more diverse events to benefit from program funding.
• Added a formal cancellation policy requiring rescheduling within six months or reimbursement within 10 business days
Reasoning: Establishing clear expectations for cancellations protects public funds, promotes accountability, and ensures that grant funds are efficiently reallocated if an event cannot proceed as planned.
• Added a maximum of three funding requests for the same event or event organizer within a 12-month period
Reasoning: Limiting repeated requests promotes equitable distribution of funds among multiple applicants and ensures new events have opportunities to receive support.
These changes make the program stronger by setting clear boundaries, improving transparency, and ensuring consistent, accountable management, while still allowing flexibility for creative downtown activations. Staff recommends adopting these revisions to help the program continue meeting its goals effectively and efficiently.
APPROPRIATION CODE AND AMOUNT:
182-9411-558600
STRATEGIC PRIORITY:
2.2 Cultivate a business climate that welcomes entrepreneurship, inspires local investment, supports Eco-friendly enterprises, and encourages high-quality job growth.
2.3 Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events
3.1 Support neighborhood identity through services and programs that empower community pride and belonging.
