Creative Industry

Kentucky Arts Partnership Grant

FY2022 Grant Guidelines and Instructions

Application Deadline: March 8, 2021

The Kentucky Arts Council strongly encourages you to read and understand the Kentucky Arts Partnership guidelines before accessing the online application.

Like all programs of the arts council, the Kentucky Arts Partnership program is guided by the arts council’s core values. Successful applications will embody these core values, and all applicants are strongly encouraged to read and reflect upon them before submitting an application.


Core Values of the Kentucky Arts Council


In response to the COVID-19 pandemic, the Kentucky Arts Council has shifted its grant-making priorities for FY2022. Kentucky Arts Partnership grants must be used to help nonprofit arts organizations remain operational, in some capacity, during this time of crisis with an emphasis on job protection; overhead costs such as facility mortgage or rental, insurance, etc.; and programming expenses as applicable. Our goal is to distribute much-needed operating support that will keep arts organizations viable.


Guidelines

Program Purpose

The purpose of the Kentucky Arts Partnership Grant Program is to ensure year-round participation in the arts is available to the people of Kentucky by providing operating support to arts organizations.

Goals

  • To develop and maintain strong arts organizations.
  • To increase arts participation statewide.
  • To promote diverse arts and culture.
  • To help build an efficient arts delivery system across the state.

Who May Apply

Nonprofit arts organizations are eligible to apply if they:

  • have had their existing federal tax exemption number for at least one year prior to applying for the FY2022 Kentucky Arts Partnership,
  • will operate off that federal tax exemption number for the application grant period, and
  • received a direct grant award from the Kentucky Arts Council through the Kentucky Arts Partnership grant program within the past three fiscal years.

The three-year period includes FY2021 (grant period of July 1, 2020-June 30, 2021), FY2020 (grant period of July 1, 2019-June 30, 2020) or FY2019 (grant period of July 1, 2018-June 30, 2019).

Grant Funding Amounts

Grant amounts will be determined by the applicant organization’s most recent Kentucky Arts Partnership award and the Kentucky Arts Council’s appropriation of funds by the General Assembly.

Affirmative Duty to Report Major Organizational Change

All grantees must promptly notify the Kentucky Arts Council in writing of any significant changes in the organization’s structure, leadership or financial circumstances or to the organization’s physical or mailing address, phone numbers or email addresses that could affect services provided under the grant contract resulting from this application.

Program Description

The Kentucky Arts Partnership Grant Program provides support for the general operating costs of Kentucky arts and cultural organizations whose primary mission is to provide Kentuckians with year-round arts programming.

Restrictions

Internal programs of academic institutions and state or other agencies supported primarily with state or federal funds are ineligible.

Kentucky Arts Partnership grant funds may not be used for the following purposes:

  • Purchase of equipment, property, library holdings or acquisitions
  • Capital improvements, facility construction, structural renovations and restorations
  • Publications or recordings for commercial purposes
  • Scholarships or other activities related to academic credit or degrees
  • Activities intended primarily for fundraising
  • Food, beverages or other refreshments
  • Requests designed to reduce or eliminate existing deficits
  • Interest on loans, fines, penalties and/or litigation costs
  • Expenses incurred before the starting date of the period covered in the grant request
  • Investments of any kind
  • Performances not available to the general public
  • Programs that have sectarian purposes
  • Indirect costs unless 1) per a current federally-negotiated indirect cost rate agreement (official documentation required), or 2) "de minimus" indirect costs not to exceed 10 percent of total modified direct cost
  • The application of new artistic work to historic buildings or structures unless approved by the state historic preservation office as being in compliance with the Secretary of the Interior's Standards for the Treatment of Historic Properties (contact the Kentucky Heritage Council at 502-564-7005 or visit Kentucky Heritage Council).

Program Support

The arts council staff is available to offer the following support, with prior notice and no later than three weeks before the deadline, in order to ensure program standards and goals are met:

  • Assistance from arts council program directors in selecting appropriate program categories, and in answering questions about programs
  • Consultation regarding applicant eligibility, competitiveness for funding, budget issues, etc.
  • Referrals to potential partners for programs
  • Advice in locating appropriate technical assistance to evaluate and increase applicants’ accessibility and arts participation

Organizations that receive line-item funding through the Governor’s Executive Budget are ineligible for Kentucky Arts Council operational support, up to the amount designated through line-item funding, in the same fiscal year for which the funding is to be received.

How To Apply

Applications for this program are made through the Kentucky Arts Council GO Smart online grant system. The Kentucky Arts Council does not maintain password information, but can assist with locating user names and resetting passwords.

The deadline to apply is March 8, 2021, no later than 4 p.m. Eastern. Submissions received after that time will be ineligible for consideration. Note: The application can take several minutes to upload. The arts council strongly advises that applicants not wait until 3:59 p.m. to submit.

Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed. At its June meeting, the Kentucky Arts Council board of directors will review for approval all eligible applications. Approved applicant organizations will receive an electronic award packet that will include a grant agreement form to be signed and submitted as directed.

NOTE: Outside panels will not be utilized to review applications during the FY2022 application review process.

The following questions and documents will be required for the application:

Narrative questions

  1. Describe how the COVID-19 pandemic has affected your organization. Provide specific details about impacts on staff and operations. Estimate the overall direct economic impact of these changes. Include two lists of all full-time, part-time, and contract staff and their job titles--the first list must include information from March 2020, immediately prior to the start of the COVID-19 pandemic, and the second list must include information as of the time of this application.
  2. Describe how your organization will use FY2022 Kentucky Arts Partnership grant funds to cover operating costs in the coming months. Upload a budget detailing specific expenditures, including each staff position and administrative/artistic contractor, facility costs, communications strategies, etc. Include a breakout of anticipated income notated as in-hand (funding to which you have immediate access), applied for (funding for which you have submitted an application or request) and to be applied for (funding for which you anticipate submitting and application request). (Note: We understand that your organization has likely scaled back programming and operations in response to the pandemic. In most cases, this will not affect your eligibility for funding.)
  3. Describe how your organization has adapted its programming in order to continue serving the community as a result of the COVID-19 pandemic.
  4. Describe your organization’s advocacy plan. Detail your organization’s use of staff and board members to engage elected officials in discussions about the importance of the arts to your community and about arts funding needs within your community and organization.

Uploads

(Required documents)

  1. Event Information—provide a list of your FY2021 programming schedule as it was originally planned. Annotate the list to show the actual programming completed during that time period. Include details about how your organization carried out its programming, including dates, whether activities were online or in-person, etc.
  2. Long-Range Plan—must include FY2021 and FY2022 and be approved by the applicant organization’s board of directors
  3. FY2021 Fundraising Plan
  4. Current Board List—must include the following information for each board member:
    • Name
    • City, State of residence
    • Occupation and organization/business name
    • Community affiliations (list examples of other organizations with which the board members are affiliates either as volunteers or in a governing capacity)
    • Board title (chair, treasurer, secretary, etc., as applicable)
    • Length of time served (including previous terms)
    • Current board term
    • Board committees (including artists advisory, community advisory, advocacy, civil rights, accessibility, fundraising, etc.)

  5. Organizational Chart—Provide a chart showing the relationship between various staff roles, the organization’s board, standing and ad-hoc committees, etc.
  6. Organizational Financial Summary—Download and complete this form
  7. Local Government Funding—Download and complete this form
  8. FY2021 Operating Budget—Provide a detailed budget for the current fiscal year, including expenditures for each staff position and administrative/artistic contractor, facility costs, marketing and publicity, etc. Also include a breakout of income notated as in-hand (funding to which you have immediate access), applied for (funding for which you have submitted an application or request) and to be applied for (funding for which you anticipate submitting an application request). Identify real and projected funding sources.
  9. FY2019 or FY2020 board approved financial documents as described below:
    • Organizations with prior year expenses of $500,000 or more must provide an audited financial statement performed by an independent Certified Public Accountant (CPA) for FY2019 or FY2020. An audited financial statement includes confirmation with outside parties who have tested selected transactions by examining supporting documents, completing physical inspections and observations, and considering and evaluating the internal control system of the organization. The selected CPA must have no other connection to the organization.
    • Organizations with prior year expenses of $250,000 to $499,999 must provide a financial review performed by an independent CPA for FY2019 or FY2020. A financial review includes confirmation from outside parties and will include cash, receivables, inventory, fixed assets, intangible assets, notes payable and accrued expenses, long-term liabilities, contingencies and commitments, equity, and revenue and expenses. The selected CPA must have no other connection to the organization.
    • Organizations with prior year expenses of $249,999 or less must provide an internally prepared balance sheet that includes assets and liabilities and an income statement showing income and expenses along with the resulting net income or loss for FY2019 or FY2020.
  10. IRS determination letter

Program Timeline

Application deadline
March 8, 2021
Review of applications
March - May 2021
KAC board review of funding recommendations
June 2021
Applicant notification
after July 1, 2021
Use of grant funds may begin
July 1, 2021
Use of grant funds must conclude
June 30, 2022
Final report due
July 30, 2022

For More Information

Tamara Coffey
Organization Support and Individual Artist Director
502-892-3121
502-833-2787 (toll free)
tamara.coffey@ky.gov