Creative Industry

Kentucky Arts Council—American Rescue Plan Grant (KAC-ARP)

Grant Guidelines and Instructions

Application Deadline: Sept. 1, 2021

Application Guidelines

Program Purpose

KAC-ARP funds are intended to support day-to-day business expenses/operating costs, and not specific programmatic activities. Matching funds are not required.

Who May Apply

The Kentucky Arts Council intends to make KAC-ARP awards that will impact a broad constituency. We encourage applications from a variety of eligible organizations including:

  • Organizations that serve populations that are underserved, such as those whose opportunities to experience the arts are limited by ethnicity, economics, geography or disability.
  • Organizations with small and medium-sized budgets.
  • Organizations from rural and urban communities.
  • Organizations that may be applying for Kentucky Arts Council support for the first time.

In addition:

  • Applicant organization must be a free-standing arts groups independent of any other organization.
  • Applicant organization must be responsible for its own programming.
  • Applicant organization must have existing IRS tax-exempt status at the time of application and must retain that status throughout the grant period.
  • Applicant organization must be legally chartered in Kentucky and have its headquarters and home season, or activities equivalent to a home season for non-producing organizations, in Kentucky.
  • Applicant organization must provide year-round public activity and programming that impacts Kentuckians and their communities.
  • Applicant organizations must have no past due final reports at the time of application.
  • Government units that are local arts agencies are also eligible for Kentucky Arts Partnership funding.

Applications through a fiscal sponsor/agent are not allowed.

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.

Program Description

The Kentucky Arts Council—American Rescue Plan Grant (KAC-ARP) is designed to fuel Kentucky’s recovery from the devastating economic and health effects of the COVID-19 pandemic. Funds allocated represent a commitment to the arts and a recognition of the value of the arts and culture sector to the Commonwealth’s economy and recovery. These funds are intended to help support jobs in the arts sector, keep the doors open to arts organizations state-wide and assist the field in its response to and recovery from the COVID-19 pandemic.

Funding support is limited to any or all of the following:

  • Salary support, full or partial, for one or more staff positions. Staff positions funded may not conduct work independent of the organization receiving funds.
  • 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 should be 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 visitors/audiences (e.g., personal protective equipment, cleaning supplies, hand sanitizer, etc.).
  • Marketing and promotion costs.

KAC-ARP funds may be used to support existing jobs, new jobs, or to restore jobs that were furloughed or eliminated due to the pandemic.

Restrictions

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

Organizations must have IRS 501(c)3 status at the time of application and throughout the life of the award. Organizations that have had their IRS status revoked or that have surrendered their IRS status are not eligible to apply.

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 visit Kentucky Heritage Council).

Grant Amounts

Applicants may request a fixed grant amount for $1,000; $5,000; $10,000; or $15,000. Applicants must select a grant amount that is reflective of their overall organization size and internal capacity. The grant period runs through June 30, 2022.

Approval is not guaranteed.

Late, ineligible and incomplete applications will not be reviewed. Applications with budgets that do not have costs equal to or greater than the requested grant amount will be deemed ineligible and will not be reviewed. Budget costs must be allowable in order to receive support.

Eligible organizations that previously received CARES Act funding from the Kentucky Arts Council through Kentucky Arts Partnership-CARES Act funding (KAP-C) and/or Kentucky Arts Council-Emergency Relief funding (KAC-R) may apply to the Kentucky Arts Council-American Rescue Plan (KAC-ARP) program as long as there are no overlapping costs. Also, organizations may apply to the National Endowment for Arts for direct funding and to the Kentucky Arts Council for KAC-ARP funding as long as there are no overlapping costs.

Application Review

The following criteria are considered during the review of applications:

The artistic excellence and artistic merit of the proposal, which includes the:

  • Significance to the mission and core work of the organization. (25 points)
  • Ability to carry out an award as shown by the alignment of the budget and other resources with the goals and requirements of this funding opportunity. (25 points)
  • Potential to have an immediate impact on the arts workforce. (25 points)
  • Potential to serve and/or reach individuals whose opportunities to experience the arts are limited by ethnicity, economics, geography, or disability. (25 points)

“Priority points” will be given to applications from organizations that meet one or more of the following four criteria:

  • Organizations that serve underserved populations, such as those whose opportunities to experience the arts are limited by ethnicity, economics, geography or disability.
  • Organizations with small and medium-sized budgets.
  • Organizations from rural and urban communities.
  • Organizations applying for Kentucky Arts Council support for the first time.

Proposals may focus on reaching a particular constituency; however, applicants may not be exclusionary under national civil rights laws and policies prohibiting discrimination. This extends to hiring practices and audience engagement activities.

All eligible applications will be reviewed by an outside panel of arts professionals.

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 or complete the EZ Kentucky Vendor Registration application and fax or email it to the Customer Resource Center (CRC) at 502-564-5319 or finance.crcgroup@ky.gov

Grant Agreements

Applicant organizations that receive a favorable recommendation enter into a legal 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 within the period stated. Expenses incurred before the beginning of the grant period are not eligible and must not be included in the budget. Funds granted must be expended solely for the activities described in the approved application.

Grant agreement forms must be signed and returned within 30 days. Grant agreement forms received later than 30 days will cause a delay of payment. Grant award material will be sent through DocuSign, which should be added to the organization’s email program whitelist in order to ensure delivery.

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 project that the agency has not funded. Additional acknowledgment requirements may be provided later.

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

The acknowledgment line for the KAC-ARP program is:
The Kentucky Arts Council, the state arts agency, provides American Rescue Plan funds to {NAME OF ORGANIZATION} with federal funding from the National Endowment for the Arts.

NOTE: Organizations receiving KAC-ARP 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 KAC-ARP grant program comes from the National Endowment for the Arts. KAC-ARP grantees are responsible for contacting their senators and representatives to let them know the importance of these public funds to your organization and the arts. Copies of each letter must be sent to the Kentucky Arts Council by email or the U.S. Postal Service no later than January 1, 2022. We ask that you also share the news of your award with your state legislators and local media.

Final Reports

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

Application Instructions

The deadline to apply is 11:59 p.m. Eastern on Sept. 1, 2021. Submissions received after that time will be ineligible for consideration. The application can take several minutes to upload and will not be considered submitted until it is fully uploaded. The arts council strongly advises that applicants not wait until 11:59 p.m. Eastern to submit.

Each application will be reviewed by the program director, who may contact the applicant if clarification is needed. An outside panel will review all eligible applications.

Applications for this program located at the Kentucky Arts Council GO Smart online grant system. The arts council recommends using Microsoft Edge, Google Chrome or Firefox to complete your application. Internet Explorer users may experience problems with the application program.

Login

Returning applicants may skip to Application Page 1, Organization Information below. The Kentucky Arts Council does not maintain password information but can assist returning applicants with usernames and resetting passwords.

Applicants new to the Kentucky Arts Council GO Smart application system must create a profile before accessing the application. To do this:

  1. Go to https://kyarts.gosmart.org.
  2. Carefully read the information under Account Information and How to Navigate this Website.
  3. Click the link to create a new profile. (NOTE: Returning users must use their current login and must not create a new profile.)
  4. Accept the GO Smart End User Terms and Conditions.
  5. Complete the Profile page:
    1. Select ORGANIZATION profile.
    2. Complete the required information. Note the following:
      1. Legal Name refers to the name on your IRS determination letter.
      2. If needed, locate your congressional district here.
      3. If needed, locate your Kentucky legislators here.
      4. Check the reCAPTCHA box.
      5. Click SAVE. (Failing to click SAVE on any GO Smart application page will result in the loss of information entered on that page.)
    3. Save your login and password in a secure place. You will need it to return to the application and to complete the final report.
  6. The application will return you to the Kentucky Arts Council Grants System main page. Select Current Programs & Applications.

Completing the Application

Note: All asterisked (*) items on the application form are required and must be completed before you will be able to submit your application. Do not type in all capital letters when completing the application.

On the Current Programs & Application page, look for Kentucky Arts Council-American Rescue Program and select START.

Application Page 1, Organization Information
  1. IRS Name—enter the organization name on your IRS determination letter.
  2. Popular Name—enter the name your organization is typically called, if different from the IRS Name.
  3. Mailing Address—enter your mailing address if it is different from your physical address as entered in your profile.
  4. City, State, Zip—enter the city, state and zip code that matches your mailing address
  5. County—enter your organization’s county name.
  6. Kentucky Vendor Code—enter the code you received from your Kentucky Vendor Registration application (see instructions above).
  7. Mission Statement—enter your organization’s brief mission statement.
  8. Authorized Contact—provide the requested information for the Authorized Contact, the person from your organization who is authorized to submit this application; the Authorized Contact must have the legal authority to obligate your organization such as the executive director or director of development.
  9. Application Contact—provide the requested information for the individual who should be contacted on all matters involving this application and the administration of any grant that may be awarded; typically this is the grant manager, fundraising director, development director, etc.; in some organizations, particularly smaller ones, this individual may be the same as the Authorized Contact in which case the duplication of this information is unnecessary.
  10. Additional Project Data—insert the numbers of employees and artists expected to be paid from the KAC-ARP grant.
  11. Accessibility Checklist—complete and upload the Accessibility Checklist
  12. Preparedness Plan—indicate whether or not your organization has a written Preparedness Plan for continuing or restoring operations during emergency situations such as tornadoes, flooding, pandemic, etc. A Preparedness Plan is not required for this application.
  13. Cultural Diversity Plan—indicate whether or not your organization has a written Cultural Diversity Plan for ensuring the inclusion of all people regardless race, ethnicity, religion, language, nationality, sexual orientation, class, gender, age, physical or mental ability, health differences, geographic location, etc. A Cultural Diversity Plan is not required for this application.
Application Page 2, Demographics

The Demographics page requests information specific to the reporting requirements of the National Endowment for the Arts.

Special Instructions: In the Amount Requested field, applicants may request a fixed grant amount of $1,000; $5,000; $10,000; or $15,000. The amount requested may not exceed the organization’s total budget expense.

Application Page 3, Arts Programming History

Submit information on three representative examples of arts programming from within the past five years/seasons (i.e., 2017, 2018, 2019, 2020, 2021) prior to the application deadline.

Select examples that emphasize how your previous work is connected to the review criteria stated above. This list should demonstrate eligibility (i.e., a history of arts programming) as well as the artistic excellence and artistic merit of your organization’s programming.

If your arts programming was affected or suspended due to COVID-19, you may list 2020 or 2021 arts programming that was cancelled or reimagined due to the pandemic. Virtual programming, planning and COVID-19 recovery activities are considered to be arts programming.

Include the following, in bulleted or list form, for each of your three examples:

  • Date/Year
  • Title/Work/Event/Program
  • Venue and City/State, if applicable
  • Key Artists/Personnel, if applicable
  • # of Classes, Performances, Exhibitions, Residencies, etc., if applicable
  • # of Participants or Audience
Application Page 4, Proposal Narrative

Grants will be made to eligible organizations to support their own operations. KAC-ARP funds are intended to support the organization’s day-to-day business operating costs and not programmatic activities.

Proposed Period of Use

Enter the beginning and ending dates for your requested period of performance (i.e., the span of time necessary to plan, execute, and close out your proposal). The start date should be the first day of the month, and the end date should be the last day of the month. Use of KAC-ARP funds may start on or after October 1, 2021 and must be expended by June 30, 2022. Your budget should include only the activities and costs to be incurred during the proposed period of use. The dates you enter will be used in the review of your application.

Audience/Participants/Community

Describe your organization’s audience, participants and community served, as well as how you plan to reach your audience. Be as specific as possible when describing the communities you plan to engage and clearly explain how you plan reach them. Describe how participants from underserved communities will be engaged or impacted. Include demographic information. You may also describe the impact of the COVID-19 pandemic on your audience, participants and community served.

Note: Proposals may focus on reaching a particular constituency; however, they may not be exclusionary under national civil rights laws and policies prohibiting discrimination. This extends to hiring practices and audience engagement activities.

Proposal Narrative

Address any or all of the following eligible expenses, as relevant to your request:

  • Staff positions: Funds may be used to support existing jobs, new jobs, or to restore jobs that were furloughed or eliminated due to the pandemic. Note the job position(s) for which you are seeking full or partial support. For each position, provide the job title, brief position description, and annual salary. Discuss the significance of the position to the mission and work of your organization. Describe the impact on your organization if the position has been or would be furloughed or eliminated. Note that staff positions funded may not conduct work independent of the organization receiving funds.
  • Artists/contractual personnel: Describe the artists and/or contractual personnel to whom you propose to pay fees/stipends. Briefly describe the services for which these individuals would be paid, and the position(s) and fees/stipends for these individuals. Discuss the significance of the provided services to the mission and core work of your organization. Describe the effect on your organization if these services have been or would be curtailed or eliminated. Note that artists/contractual positions may not conduct work independent of the organization receiving funds.
  • Facilities and other costs: Describe any costs that are requested to support your organization’s facility (e.g., mortgage principal, rent, utilities), costs associated with health and safety supplies for staff and/or visitors/audiences (e.g., personal protective equipment, cleaning supplies, hand sanitizer, etc.), and/or marketing and promotion costs for your organization.
Application Page 5, Financial Information
Fiscal Health

Address the current fiscal health of your organization. Describe how the COVID-19 pandemic has affected your organization’s budget.

Organizational Financial Summary

Complete the Organizational Financial Summary form. Include financial totals for your organization’s most recently completed fiscal year and the two prior fiscal years (e.g., If your fiscal year ended June 30, 2021, include information for FY2021, FY2020 and FY2019).

Proposal Budget

Include budget expenses only. There is no need to report income and no matching funds are required. Tell us how you plan to spend the requested KAC-ARP funds. All items in your budget must be reasonable, necessary to accomplish objectives, allowable within the funding limitations, and adequately documented.

Your budget should reflect only those activities and associated costs that will be incurred during the "Proposed Period of Use," (e.g., the span of time necessary to plan, execute and close out your proposal.)

NOTE: Organizations cannot receive more than one ARP grant for the same expenses. While you may apply for other state and federal funding opportunities in general, the specific items in this budget cannot include costs that are supported by any other state or federal funds.

Applications with budgets that do not have costs at least equal to the requested grant amount will be deemed ineligible and will not be reviewed. Budget costs must be allowable in order to receive support. Your budget items must be limited to:

  • Salaries, wages, and fringe benefits for personnel, administrative and artistic, who are paid on a salary basis. List each staff position separately.
  • Fees/stipends for artists and contractual personnel to support the services they provide for specific activities. List each position separately, combine similar positions if needed.
  • Facilities costs such as mortgage principal, rent and utilities.
  • Costs associated with health and safety supplies for staff and/or visitors/audiences (e.g., personal protective equipment, cleaning supplies, hand sanitizer, etc.).
  • Costs for marketing and promotion.
  • Other

Your budget must include the following:

Salaries and wages cover compensation for personnel, administrative and artistic, who are paid on a salary basis. (Funds for contractual personnel and compensation for artists who are paid on a fee basis should be included in “Other" on the Project Budget.) Indicate the title and/or type of personnel, the number of personnel, the annual or average salary range and the percentage of time that will be charged to the award. List staff positions, combining similar functions if necessary. Where appropriate, use salary ranges. Salaries and wages for performers and related or supporting personnel must be estimated at rates no less than the prevailing minimum compensation as required by the Department of Labor Regulations.

Fringe benefits are those costs other than wages or salary that are attributable to an employee, as in the form of pension, insurance, vacation and sick leave, etc. They may be included here only if they are not included as indirect costs.

Other—Include line item totals for the categories below. Provide details of what is included in each line item.

  • artist fees
  • other contractual services (and explain)
  • facilities costs (including items such as mortgage principle, rental of space, utilities, etc.)
  • marketing and promotion costs
  • health and safety supply costs

Total—Add all allowable KAC-ARP expenses.

Application Page 6, Certification

The Certification page indicates a legal and binding understanding that the applicant has read and understood the application guidelines and that the organization is eligible to apply for KAC-ARP funding. The e-signature on the Certification page much must be that of the Authorized Contact.

Application Page 7, Submit Your Application

Before submitting, make sure all required fields and uploads throughout the application are completed. Missing information will be detected by the application, and the application will not submit until the issue is resolved. Once the document successfully submits, you will be unable to make changes to your application.

You will receive email confirmation that your application has been successfully submitted. If you do not receive a confirmation email within 15 minutes of submission, email tamara.coffey@ky.gov with information about circumstances surrounding your submission.

For More Information

Tamara Coffey
Program Branch Manager
tamara.coffey@ky.gov
502-892-3121
502-833-2787 (toll free)