The Bend Metropolitan Planning Organization policy board voted unanimously Sept. 19 to approve a sponsorship program policy that sets award minimums and maximums, establishes two application periods per fiscal year and requires signed agreements and reporting before funds are released.

Under the policy approved with staff edits, the minimum award would be $500 and the maximum $2,500 per applicant per fiscal year. The board asked staff to add clear language that recipients must sign a sponsorship agreement before funds are disbursed and to set explicit deadlines for post-event reporting; staff said it would propose language such as a 90-day reporting requirement. The board also directed staff to advertise the program after the policy is finalized.

Staff described the policy as modeled on an existing City of Bend events sponsorship policy but streamlined for MPO purposes. The MPO currently budgets $2,500 for sponsorships in the current fiscal year; staff noted that prior match payments have left that line with a negative balance and said staff will consider a separate budget line for local-match contributions going forward.

Board members debated administrative details. Councilor Mike Riley and others supported two fixed application cycles rather than a rolling intake to reduce staff time; members also recommended allowing limited off-cycle requests at the board’s discretion rather than automatic retroactive awards. Staff said it would add policy language clarifying that applicants who receive an award must expend those funds before applying for another award.

Councilor Brian Rankin moved to approve the sponsorship program with the discussed edits; Commissioner Phil Chang seconded. The motion passed unanimously.

Staff will return an updated policy with the edits for final packet inclusion, public notice language and a proposed reporting form that defines the required documentation and any deadlines for recipients. The board also asked staff to clarify whether certain larger events or programs that previously received higher amounts would be handled through a separate budget or match process rather than the sponsorship line.