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Metro Arts presents draft audit response and grant manual; committee told it will standardize grant operations
Summary
Metro Arts presented a draft audit implementation plan reframed as a 20+-page grant manual covering submission procedures, panelist reviews, contracting and closeout SOPs; the commission was asked to review the draft as staff implements recommendations.
Metro Arts staff presented a draft audit implementation plan on Aug. 18 that the department is developing as a grant-management manual to document procedures, improve recordkeeping and standardize grant cycles.
"This started out as a response as part of our response to our audit implementation plan about how we were addressing the different recommendations and requirements that came around grant policies and procedures," Director Ashley Batchelder said. She told the Grants Committee the document is a draft and not complete, but that it functions as a standard operating procedures (SOP) manual for grant work.
What the manual covers - Project management tools and functions in Submittable (pages 1–4). - Application submission procedures and form building (pages 4–7). - Revamped technical review and operating procedures (page 7 onward). - Panelist review procedures and panelist guidelines (starting page 12). - Commission approval SOP (placeholder, page 16). - Award notification SOPs, onboarding vendors, contracting and invoice processes (page 18). - Closeout SOPs and an anticipated SOP for grant check-ins (starting page 20–22).
Batchelder said the manual grew from audit-response work and from operational improvements made during a compressed grant cycle. The draft includes placeholders where staff will add additional detail; the manual is intended to aid internal training, onboarding of new staff and to create a reliable record of decisions and procedures for future cycles.
Why it matters: The manual aims to make grant decision-making and documentation more transparent and repeatable. Committee members praised the work and asked that the manual be uploaded into the grants office files for future reference.
Related program update: Community Arts Leaders internship Batchelder also updated the committee on the Community Arts Leaders of Nashville internship program, which staff presented to the commission in June and now considers a grant that requires Metro Council approval for its criteria. She said the program is on the council agenda tomorrow for committee consideration and budgetary approval; the internship places paid student interns with host organizations in the spring and involves separate applications for host organizations, students and mentors.
Committee reaction and next steps Committee members thanked staff for the manual and recommended the team continue to develop SOPs for check-ins and other recurring tasks. Batchelder said staff will bring further updates at the next committee meeting and that the manual will help the department manage a busy grant calendar and ongoing hiring needs.
