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Metro Arts staff: FY25 closeouts nearly complete; one contract and payment remain outstanding
Summary
Metro Arts staff told the Grants and Funding Committee on June 16 that 164 of 165 FY25 contracts are executed and paid; closeout reports were distributed with a July due date and grantees will report expenditures, engagement counts and photos via Submittable.
Metro Arts staff told the Grants and Funding Committee on June 16 that nearly all fiscal year 2025 grants are closed out: 164 of 165 contracts have been executed and paid, and closeout reports were sent to grantees in June with a July deadline.
The update matters because completion of contract execution and payment is a prerequisite for closeout reporting and final accounting of Metro Arts spending for the FY25 cycle. Staff said the closeout package mirrors last year’s format to reduce confusion during an abbreviated cycle.
Interim Director Batchelder summarized the status table for FY25, saying that of 165 grantees only one contract remains unexecuted and therefore unpaid. “We have paid 164 of our 165 grantees,” Batchelder said. She told the committee the outstanding payment stems from the one contract that still lacks full execution.
Batchelder outlined the closeout materials that were distributed in June and are due in July through the Submittable platform. She said the closeout packet includes: an expenditure form (self-reported categories of allowed expenses to be reconciled against the contract budget), a short narrative about accomplishments and successes, requested photos, numbers for people engaged and any jobs supported by the funding, and an opportunity for feedback from grantees. “The reporting includes a expenditures form…a short narrative section…and then we have some questions around…success stories,” Batchelder said.
Staff emphasized that the closeout form is similar to last year’s format to avoid additional burden in a transition year and that Submittable is a third‑party platform (Metro Arts cannot control its functionality). Batchelder noted the platform’s IT help desk is responsive for applicant questions.
No formal committee action was required on this update. Committee members asked clarifying questions about the content and timing of the closeout submissions; staff confirmed the closeout reporting deadline is in July and that the FY25 spending period ended June 30.
The committee moved on to FY26 guideline discussions following the update; staff said they resolved prior payment and approval bottlenecks and will continue to reconcile outstanding items before closing the FY25 cycle.
