Metro Arts committee adopts standardized background‑check attestation, outlines FY25 grants timeline and FY26 engagement plan

The Metro Arts Commission Grants Committee on Jan. 23 received an updated grants timeline, approved a standardized attestation for background checks required of grantees and discussed plans for more extensive community engagement for the FY26 grant cycle.

Committee Chair Heather Lefkowitz opened the informational meeting and noted there were no action items on the agenda for this session; the committee did approve minutes from its Jan. 15 meeting during the same call. Interim Executive Director Ashley Batchelder led the grants update and described both operational changes for the current (FY25) cycle and early planning for FY26.

Why it matters: the committee is processing an accelerated grants schedule while addressing applicant confusion over new requirements. Staff said the attestation and the revised timeline are meant to reduce technical‑review invalidations and increase transparency for applicants.

Ashley Batchelder said staff had created “an attestation that all adult individuals participating in the programming or instruction of minors … have satisfactory background checks within the last 2 years” and that the attestation would be submitted in place of individual background‑investigation reports. Batchelder said the language on what constitutes “satisfactory” draws on existing Metro code language and that the attestation will be incorporated into grant contracts as an exhibit.

Batchelder also described operational steps staff have taken since the committee’s prior meeting: staff scheduled 53 one‑on‑one grant clinics to help applicants, reopened the Submittable application on Jan. 24, and compiled an online resource guide listing 18 organizations willing to discuss fiscal sponsorship for Thrive applicants. She said staff has been tracking additional fiscal agents that are already serving as sponsors even if they did not request public listing.

On review panels, Batchelder said 75 community members applied to serve as panelists; staff scored the applications and assembled three review panels (two for Thrive and one for operating grants). Panelist orientation and independent scoring are scheduled in February, with the Grants Committee expected to meet Feb. 28 to consider recommended funding lists and forward recommendations to the full commission.

The committee reviewed an earlier change approved by Metro Council extending the grant contract period within FY25. Batchelder said staff secured approval to extend the grant period to June 30 (rather than an earlier June 1 end date) but did not find a mechanism to move grant funds beyond the fiscal year; the June 30 extension is intended to give grantees more time to carry out funded work before the fiscal year closes.

Committee members pressed staff on process questions and on what community engagement should look like for FY26. Batchelder presented a draft template timeline that envisions community engagement beginning in March, finalizing guidelines in April, opening applications in mid‑ to late May, panel evaluations in July and commission approvals in August with contracting in September and funds distributed in October.

Committee members and staff discussed specifics to improve outreach and clarity: more lead time for applicants, multiple modes of engagement (virtual office hours, in‑person sessions, recorded videos and printed materials), clearer distinctions between mandatory eligibility criteria (technical review items) and narrative guideline scoring, and better presentation materials for public meetings. Batchelder said staff will share the draft timeline and solicit feedback from commissioners and community stakeholders; Chuck Beard, identified in discussion as a community engagement manager, was named as a contact to be copied on feedback.

On liability and contracts, committee legal counsel (Tessa) and Batchelder explained that the attestation will be incorporated into the grant contract and, if false, could void the contract. Batchelder said Metro contracts include indemnification clauses to address liability that might arise from grantee operations.

The committee also summarized other procedural updates: the application platform remains open for updates to both Thrive and general operating applications, staff assigned three employees to do preliminary technical reviews, and panelists will be notified the day of the meeting. Batchelder said staff are a few days behind an accelerated timeline but are moving forward and will return to the Grants Committee with recommended awards.

The meeting ended after a brief discussion of next steps; committee members were invited to send policy questions and suggestions for community engagement to staff and to copy key staff leads so outreach can be coordinated. The committee took no funding votes at this meeting.

Ending: The committee scheduled follow‑up meetings and indicated it will bring recommended funding allocations to the full commission after the Feb. 28 meeting.