Metro Arts says FY25 contracting nearly complete; 146 payments approved, 76 applications denied

Metro Arts staff told the Grants & Funding Committee on April 24 that contracting for the fiscal-year-2025 awards is nearly complete and that 146 payments have been approved and are in processing.

Ashley (staff member) told the committee that Metro Arts has 165 grantees for FY25 and described the sequential signature and routing steps required for contracts. She reported that 160 contracts have been fully signed and executed; two contracts are waiting for the grantee to sign; two are awaiting final Metro signatures after recent receipt; and one contract is paused because of an outstanding appeal. Once a contract is fully executed, staff create and submit the corresponding invoice and said they are using an expedited payment process when possible.

The committee heard that 146 invoices are approved and that 19 grantees still have payments outstanding; staff said some of those 19 are still completing contracting steps or resolving vendor/banking issues. Ashley described Metro’s internal controls: an initial routing through Metro’s centralized finance system, two internal approvers at Metro Arts who must verify invoice-to-contract alignment, and a final return to the centralized system before payment. Staff estimated the expedited path might take roughly a week and a half, subject to bank ACH timing.

Sydney Davis (staff member) presented an analysis of denials for the FY25 cycle. In total, staff recorded 76 denied applications across the Operating and Thrive categories. Operating denials numbered 28; the Thrive category accounted for the majority of denials. Sydney told commissioners the most common denial reasons were incomplete applications, duplicate applications, and eligibility-of-funds issues.

For Thrive, staff listed additional specific reasons: lack of fiscal-sponsor documentation, project timelines that did not fit the grant schedule, voluntary withdrawals by applicants (17 withdrew), applications submitted after the January 2024 cutoff, and proposed uses that were ineligible (construction, retroactive expenses, or projects not located in Nashville/Davidson County). Sydney said applicants can request a full review packet and that staff have provided denial explanations to those who asked.

Committee members pressed staff on timing and next steps. Staff reiterated they are prioritizing contract routing and invoicing to get funds into grantees’ accounts as quickly as possible and said they will continue to support grantees who request review materials or need assistance with vendor or EIN issues.

Votes at a glance: the committee approved minutes for the Feb. 28, 2025, meeting (motion by Commissioner Jester; second by Commissioner Knight; chair announced approval with one abstention) and approved minutes for the March 27, 2025, meeting (motion by Commissioner Wade; second by Commissioner Jester; chair announced unanimous approval). The committee did not take other formal votes on grants at this meeting.

The committee was also reminded of an outstanding formal appeal that is being processed separately. Staff noted appeals for this cycle are handled at the full commission under the guidelines and will be heard at the commission meeting next week.

The public comment period included one in-person commenter, Selena Marie Smith Wilson, who identified herself as a resident and project organizer for senior events; she said she had submitted materials to staff and requested help completing required items such as an EIN in order to apply for grant funding.

The committee closed by thanking staff for the contract and payment work and by noting that staff will continue to process invoices and support grantees while appeals and the remaining signature routing are resolved.