The commission discussed a proposed policy to formalize donations, in‑kind contributions and sponsorships and set a timetable for the city’s first competitive application round under that policy.

Staff proposed an annual timeline: during the budget goals process the commission will set the donation budget, staff will open an application window (summer) with a July 1 close, and the commission will approve awards in October after the new fiscal year begins. For the current fiscal year only, staff proposed an expedited timeline (May–June application window and award in August/September) because of the late start.

The draft policy separates monetary donations from in‑kind requests (use of facilities or reduced fees). Staff said in‑kind requests do not require the city to expend cash but can carry indirect costs (staff time, utilities). The draft recommended an in‑kind donation cap per application and a notation that in‑kind approval must not disrupt services to residents; staff proposed an illustrative $10,000 per application cap in discussion, and suggested donations would be contingent on the commission’s approved annual budget. Commissioners asked staff to present historical transaction data for the prior three to four years to inform caps and asked for a clear list of recurring sponsorships the commission currently funds (for example, regional civic dinners or trade groups where the city buys tables).

Commissioners debated whether the same organization can receive awards in consecutive years. The draft originally limited applicants to alternating years; staff removed that restriction after commissioners expressed differing views. Some commissioners asked staff to retain a limit to avoid reliance by the same groups; others supported allowing annual applications. The commission agreed to allow annual application eligibility and told staff to use historical award patterns to recommend caps and eligibility rules.

On sponsorships, commissioners asked that regularly planned sponsorships be identified and placed in the annual budget so the commission sees them up front, but they also discussed allowing the city manager limited authority to approve time‑sensitive sponsorships outside the budget with commission ratification later. Commissioners asked staff to return with a list of recommended limits and examples, plus a record of prior awards and applications.