Creative Industry

Kentucky Arts Council-Organization Relief and Disaster Recovery (KAC-ORDR)


Grant Guidelines and Instructions


Application Deadline: Dec. 12, 2022

Program Purpose

With awards of up to $5,000, the KAC-ORDR grant supports day-to-day costs for Kentucky arts and cultural organizations affected by the western Kentucky tornadoes in December 2021 or the eastern Kentucky floods in July 2022. Matching funds are not required.

Who May Apply?

Nonprofit arts and cultural organizations located in the following federally designated FEMA Public Assistance counties.

Western Kentucky Counties (Disaster 4630): Barren, Caldwell, Christian, Fulton, Graves, Hart, Hickman, Hopkins, Logan, Lyon, Marion, Marshall, Muhlenberg, Ohio, Taylor, Todd and Warren.

Eastern Kentucky Counties (Disaster 4663): Breathitt, Casey, Clay, Cumberland, Floyd, Harlan, Johnson, Knott, Lee, Leslie, Letcher, Lincoln, Magoffin, Martin, Owsley, Perry, Pike, Powell, Whitley and Wolfe.

Applicants must be:

  • a Kentucky arts and cultural organization whose mission includes providing arts programming and services year-round.
  • A free-standing organization, independent of any other organization
    OR a government unit that serves as a local arts agency
    OR an Internal program of an academic institution that serves, features, produces or presents professional artists. (The KAC will only accept one application supporting one program per academic institution. Applicant organization must be responsible for its own programming).
  • an IRS tax-exempt nonprofit at the time of application and must retain that status throughout the grant period.
  • registered with the Kentucky Vendor Registration system. (See instructions below).
  • legally chartered in Kentucky and have headquarters and home season, or activities equivalent to a home season for nonproducing organizations, located in Kentucky.
  • provide year-round public activities and programming that impact Kentuckians and their communities.
  • in compliance with KAC final reporting requirements for all previous awards.

Program Description

The Kentucky Arts Council-Organization Relief and Disaster Recovery (KAC-ORDR) grant program is designed to assist recovery following the devastating environmental, economic and cultural effects of the December 2021 tornadoes and July 2022 floods in Kentucky. Funds allocated represent a recognition of the value of the arts and culture sector to the commonwealth’s economy and to livelihood and livability for the people in these areas. These funds, up to $5,000, are intended to help support jobs in the arts sector, strengthen these organizations to fulfill their arts-based mission and assist the field in its response to and recovery from disaster.

Funds are intended to support continued disaster recovery and day-to-day business expenses/operating costs, and not specific programmatic activities.

Grant Amounts

Applicants may request up to $5,000 and must provide an expense budget with allowable costs equal to or greater than the requested grant amount.

Scoring Criteria

The following questions or requirements will be assessed according to thoroughness and quality of responses.

  • Delivery (80 points)
    • Provide general and specific examples of your organization’s typical arts programming.
    • Describe the audiences, participants, and communities you serve and the ways you reach them through communications and partnership.
    • Describe how the disaster has affected your organization and your ability to fulfill your mission and provide arts programming. Include any ways your organization adapted to the crisis.
    • o Describe the need for any or all eligible expenses, as relevant to your budget and requested amount: staff positions, artists/contractual personnel, facilities and other costs directly related to disaster recovery.
  • Budget and Capacity (20 points)
    • Provide an expense budget, reflecting eligible costs between Jan. 1, 2023 and June 30, 2023.*
    • Describe the need for any or all eligible expenses, as relevant to your budget and requested amount: staff positions, artists/contractual personnel, facilities and other costs directly related to disaster recovery.

*Although budgets are not scored, they do determine eligibility. Application budgets that do not sum correctly or contain restricted expenses will not be forwarded to the panel for review.

Eligible Costs

Funding support is provided for and limited to any or all of the following.Contact the program director regarding expenses if unsure of eiligibilty:

  • Salary support, full or partial, for one or more new or existing staff positions. Staff positions funded may not conduct work independent of the organization.
  • Fees/stipends for artists and/or contractual personnel to support the services they provide for specific activities as part of organizational operations.
  • Artist fees/stipends related to work with a tangible outcome, such as performances, presentations, workshops, and/or the creation of artwork. This is considered a stipend to the artist for the work undertaken during the period of performance. Such work must not be performed independently of the organization receiving funds.
  • Facilities costs such as mortgage principal, rent and utilities.
  • Costs associated with health and safety supplies for staff and/or volunteers (e.g., personal protective equipment, cleaning supplies, etc.).
  • Marketing and promotion costs.
  • • Supplies and services related to disaster recovery that are not mentioned above, and are not restricted based on the list below .

Restrictions

Institutions and state or other agencies supported primarily with state or federal funds are ineligible. Applications through a fiscal sponsor/agent are not eligible.

Kentucky Arts Council 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 http://heritage.ky.gov.

How to Apply

  • Carefully review the program guidelines.
  • Go to https://kyarts.gosmart.org.
  • Do not type in all capital letters when completing the profile fields or application questions.
  • Note: FY 2023 Kentucky Arts Partnership (KAP) grant award recipients are exempt from completing several upload fields, as these items were provided in their KAP application. These fields are required for all other applicants, including previous Kentucky Arts Partners.
  • Returning Applicants: Log in to the GO Smart system using your organization's profile. If you do not have access to your organization’s GO Smart profile, do not create a new one. Contact Grants Manager Jessica Taylor, jesicat@ky.gov. Although arts council staff do not have access to password information, we can assist in resetting passwords and updating profile information.
  • New Applicants: Carefully read the information under Account Information and How to Navigate this Website. Click the link to create a new profile. Accept the GO Smart End User Terms and Conditions. Complete the Profile page:
    • Select ORGANIZATION profile.
    • Complete the required information. Note the following:
      • Legal Name refers to the name on your IRS determination letter.
      • If needed, locate your Congressional distric t and Kentucky legislators at https://openstates.org/ Check the reCAPTCHA box.
      • Click SAVE. (Failing to click SAVE on any GO Smart application page will result in the loss of information entered on that page.)
    • Save your login and password in a secure place. You will need it to return to the application and to complete the final report.
    • The application will return you to the Kentucky Arts Council Grants System main page. Select Current Programs & Applications.
  • On the Current Programs & Application page, look for Kentucky Arts Council-Organization Relief and Disaster Recovery (KAC-ORDR) START.
  • All asterisked (*) items on the application form are required and must be completed before you will be able to submit your application.
  • On the NEA Questions page, select the following:
    • Type of Activity - Institute/Organization Support
    • % of Arts Education - None of this project involves arts education
    • NEA Primary Strategic Outcome - Livability
    • Amount Requested - type amount up to $5,000 as reflected in your budget
    • Fill out the remaining fields to the best of your knowledge.
  • Click the Save Work button on each page or your work will be lost.
  • Click the final Submit button before the deadline, 11:59 p.m. Eastern, 10:59 p.m. Central on Dec. 12, 2022.

Program Timeline

Application Open: Nov. 14, 2022

Application Deadline: Dec. 12, 2022

Grant Period Beginning: Jan. 1, 2023

Grant Period End (Funds Must Be Expended): June 30, 2023

Final Report Due: July 31, 2023

Application Deadline

The application must be submitted online no later than 11:59 p.m. Eastern on Dec. 12, 2022. Submissions received after that time will not be eligible. Note: The application can take several minutes to upload. As a result, the arts council strongly advises that applicants do not wait until the final minutes to submit.

Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed.

Grant Review

Approval is not guaranteed. Late, ineligible and incomplete applications will not be reviewed. Applications with budgets that do not have allowable expenses equal to or greater than the requested grant amount will be deemed ineligible and will not be reviewed. Grants will be assessed based solely on how the applicant addresses the scoring criteria.

Program Support

The arts council offers the following support to ensure program standards and goals are met:

  • Consultation regarding applicant eligibility.
  • Assistance from the arts council program director with program, guidelines and application questions.
  • Assistance from arts council grant manager with GO Smart online grants management system questions.

Grant Agreements

Applicant organizations that receive a favorable recommendation enter into an agreement with the Commonwealth of Kentucky. Agreements cannot be altered without prior approval from the arts council's appropriate program manager. Grantees are required to promptly notify the arts council in writing of any changes in their grant activity. If grantees do not notify the arts council about changes before they file a final report, future funding will be jeopardized. Grants are for the period specified in the approved application. Funds must be spent or committed for activities taking place within the period stated unless an extension has been approved in writing. Funds spent before the period starts are not eligible and must not be included in the budget.

Funds granted must be used solely for the activities described in the approved application unless specific approval has been received in writing. Any funds granted but not spent must be returned to the arts council at the conclusion of the grant period.

Grant agreements must be signed and returned within 30 days. Grant agreement forms received later than 30 days will cause a delayed payment.

Affirmative Duty to Report Major Organizational Change

If funded, 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.

Kentucky Vendor Number

All applicants must be registered with the Kentucky Vendor Registration system at the time of application. To register for your free Kentucky Vendor Number, access the Kentucky Self-Service Vendor Registration portal at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService or complete the EZ Kentucky Vendor Registration application at http://artscouncil.ky.gov/KAC/Creative/kac-arp/application-files/ez-vendor-registration-application.pdf and fax or email it to the Customer Resource Center (CRC) at 502-564-5319 or finance.crcgroup@ky.gov.

Physical and mailing address information provided in the arts council application and grant agreement form must match that associated with the organization’s Kentucky Vendor Number. Discrepancies among address will result in significant delay of payment.

Crediting Requirement

Grantees must clearly acknowledge support from the Kentucky Arts Council in their programs and related promotional material, including publications and websites. Such acknowledgement should clearly indicate that funds were provided for general operating support and should not be used to indicate support for a specific project that the agency has not funded. Additional acknowledgment requirements may be provided later.

Grant recipients may download the Kentucky Arts Council logo from https://artscouncil.ky.gov.

The acknowledgment line for the KAC-ORDR program is:

The Kentucky Arts Council, the state arts agency, provides disaster relief and recovery funds to {NAME OF ORGANIZATION} with federal funding from the National Endowment for the Arts.

NOTE: Organizations receiving KAC-ORDR funds are required to appropriately acknowledge the Kentucky Arts Council in all program areas, projects and activities of the organization, in all communications. The only exceptions are letterheads, business cards and email auto signatures.

Funding for the KAP-ORDR grant program comes from the National Endowment for the Arts. KAC-ORDR grantees are responsible for contacting their senators and representatives by letter via the U.S. Postal Service to let them know the importance of these public funds to your organization and the arts. The grant award letter will provide specific information regarding contacting authorizers.

Final Reports

All Kentucky Arts Council grantees must submit a final report within 30 days of completion of the grant period. The final report may be accessed through the GO Smart online grant system.

If a grantee fails to submit the required final report for any grant, the arts council will accept no future applications from the grantee organization until an acceptable final report is received. In addition, any grant money payable to the organization will be held until after the required final report is submitted.

Information from final reports will be used to meet the arts council’s reporting requirements to the National Endowment for the Arts and formulate quantitative and qualitative data in support of the arts.

Appeals

There are no appeals in this grant category.

If I have questions, who can help me?

Sarah Schmitt
Arts Organization & Access Director
sarahm.schmitt@ky.gov
888-833-2787 (toll free)
502-782-1668