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Guidelines and Instructions

Arts Build Communities Grant Program

Application Deadline: February 1

All Kentucky Arts Council grants and programs for FY2011 (for activities occurring between July 1, 2010 thru June 30, 2011) are currently under review. Guidelines and Instructions posted are for reference only and are subject to change. New "Applications" and "Guidelines and Instructions" will be posted once the review process has been completed.

PLEASE NOTE: Applications for this program are made through Kentucky Arts Services OnLine (KASOL). If your organization has not used KASOL, you will set up a new profile. Once established, your profile remains on the system year after year for future applications. You must have your IRS determination letter in order to complete your profile. If you do not have this document available on your computer, follow these steps:

1. Scan the IRS determination letter.
2. Save as a .PDF or .DOC file.

After creating a profile in KASOL, you will be taken to a complete profile page. Upload your IRS determination letter at the bottom of this page. You must upload this document before clicking the "Update Profile Information" button. If the IRS letter is not uploaded, you will not be able to proceed to the application and may lose the data already entered on the complete profile page.

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Application to this program must be made via Kentucky Arts Services OnLine (KASOL). The Kentucky Arts Council (KAC) strongly encourages you to read and understand the Arts Build Communities Grant Program guidelines and each step of the application process before accessing the application at www.culturegrants-ky.org.

Program Purpose

The purpose of the Arts Build Communities Program is to encourage partnerships that contribute to the cultural, social, educational and economic growth of the community.

Goals

• To increase participation in the arts
• To broaden understanding of how the arts can benefit a community
• To form alliances and partnerships that strengthen communities through an integration of the arts
• To develop artistically excellent arts opportunities and experiences

Performance Expectations

Your application will be reviewed using the following performance expectations:

1. Quality of Project & Partnerships (45%)

• Collaboration between and roles of partners
• Planning and Implementation
• Community's involvement in project
• Potential for success
• Partnership and project enhance work of partners

2. Community Development (40%)

• Benefits for the community
• Impact of partnership
• Artistic growth of the community

3. Assessment and Feedback (15%)

• Assessment, feedback and documentation

Program Description

The Arts Build Communities Grant program is intended to encourage new opportunities and partnerships between artists and organizations for the development of the cultural, social, educational and economic growth of the community. Communities are strengthened and benefit through the participation of partners who are actively involved in the planning and completion of the project. Therefore, partnerships are a required element of the program and will be a major consideration in application scores.

• The Arts Build Communities Grant program required partnership must consist of an organization and an artist. The artist and organization must work together on developing and implementing the program. The partners will apply together and should work together to write the application.
  
  
• The organization must be the Lead Applicant. The Lead Applicant submits the application, is responsible for managing the KAC grant funds and submitting all final assessment reports to the KAC. The partner that is not in the Lead position will be referred to as the Co-Applicant. Both applicants are required to sign the application.
  
  
• In addition to the Lead and Co-Applicants, projects are encouraged to include multiple community partners. Individual artists and organizations that frequently work together must develop a new initiative or include new partners for an ABC grant.
  
  
• The primary partners should be fully engaged and actively participate throughout the planning and implementation of the program. The role of each partner and their involvement in the program must be clearly identified.
  
  
• If the proposed project is a recurring project, there must be evidence that new initiatives or new partnerships have been added.
  
  
• Funded activities may include, but are not limited to residencies, the creation of new work, performances and exhibits, other public art events and significant public art forums that create meaningful dialogues, etc.
  
  
• The community should actively and creatively participate in ABC programs. Passive participation or attendance alone will not be considered community involvement. Therefore, programs that primarily focus on "presenting" artists and performers are not eligible for ABC grant funds.
  
  
• Schools may be involved as a third party or community partner only and cannot be the lead or co-applicant. In-school residencies are not eligible in this category.
  
  
• All projects must include a public component (i.e. an opportunity for individuals other than the project planners to participate in or benefit from the project.)
  
  
• Individuals with a full-time, part-time, or leadership position with an organization cannot apply for Arts Build Communities Grant funds in conjunction with that organization. This grant should not be viewed as an opportunity to fund a staff position within an organization.
  
  
• Artists that have formally organized as a nonprofit organization with 501(c) 3 status will be considered an organization and must partner with an individual artist who is not a staff person of the organization, is not associated with the organization as a member, or does not hold a leadership position with the organization.
  
  
• Organizations must apply as the Lead for only one Arts Build Communities Grant in a funding cycle. They may be involved in other ABC proposals as additional community partners, but cannot be a primary applicant for more than one.
  
  
• Organizations that receive over $30,000 in operating support from the KAC cannot be the lead applicant, but may be involved as an additional partner.
  
  
• All project activities must take place between July 1, 2009 and June 30, 2010.

Kentucky Arts Council Values

The mission of the Kentucky Arts Council is to create opportunities for the people of Kentucky to value, participate in and benefit from the arts. Working in partnership with organizations and individuals to deliver arts programs and services throughout the state, we ask that applicants and partners keep the following guiding values in mind when working with the Kentucky Arts Council:

Artists' Compensation

The Kentucky Arts Council believes that the time and work of artists have real value, for which artists should be fairly compensated. In dealing with artists' creative services and works, consideration must be given to:

• The full engagement of artists in plans for use of their work
  
  
• Gratis creative services and works, demonstrations, or performances should not be solicited as standard practice
  
  
• All parties should mutually agree upon equitable compensation for services, works or performances

Diversity

The Kentucky Arts Council believes that arts programs and services should be accessible to all people of the commonwealth. The Council recognizes that communities are not limited to geographic boundaries, and may be defined by common factors such as occupation, recreation, religion, ethnicity, belief, etc. that are shared by a group of people. The members of these groups share a common culture and a sense of aesthetics. These unique and diverse art forms bring people together and can promote positive intercultural relations among the state's various communities, including:

• persons of all ages
• gay, lesbian and transgender communities
• persons of all ethnic and racial groups
• persons with disabilities
• geographically or economically isolated communities
• disadvantaged and at-risk persons
• institutionalized persons

Preservation of Cultural Resources

The Kentucky Arts Council believes that the arts and cultural resources of Kentucky are key to understanding our heritage, and that honoring the past will help build our future. Recognizing that knowledge of our history will help build our future; we support identifying, documenting, conserving and protecting the cultural resources of the state including:

• Artistic works
• Cultural traditions
• Historic sites
• Historic structures

Advocacy

The Kentucky Arts Council believes in the importance of individuals and organizations advocating for the arts as basic to life. These are some of the ways in which you can help the Arts Council achieve public policy favorable to the arts in Kentucky:

• Involve yourself or your organization in the public life of your community
  
  
• Get to know your legislators and local officials and stay informed about the issues
  
  
• Involve your public officials in your activities or the activities of your organization
  
  
• Ask legislators and local officials to vote for your position
  
  
• Acknowledge public funding sources
  
  
• Discuss the value of the arts with your peers

Program Support

The KAC staff will offer the following support to ensure that the program standards and goals are met:

• Assistance from Kentucky Arts Council program directors in selecting appropriate program categories, and in answering questions about programs
  
  
• Review of "in-process" status applications prior to final submission
  
  
• Consultation regarding applicant eligibility, competitiveness for funding, budget issues, etc.
  
  
• Referrals to potential partners fro programs
  
  
• Advice in locating appropriate technical assistance to evaluate and increase applicants' accessibility and arts participation

Who May Apply

Organizations:

• Kentucky not-for-profit organizations with 501(c) 3 status may apply. Verification of your tax-exempt status may be found on the IRS Web site (www.irs.gov)
  
  
• Government agencies, colleges and universities are eligible if the project primarily serves a broad community audience
  
  
• Organizations that do not receive over $30,000 in operating support from the Kentucky Arts Council
  
  

Requirements for Partnering Artist:

• Applicant artists must be at least 18 years of age and full-time residents of Kentucky for a period of one year immediately prior to the application deadline, remaining a resident of Kentucky for one year following award notification. For proof of residency, applicants must submit a copy of two of the following at the time of application:
  
  
• Kentucky drivers license which includes the date issued and expiration date
  
  
• State of Kentucky identification card which includes the date issued and expiration date
  
  
• Voter registration card
  
  
• Kentucky state income tax forms for the most recent year
  
  
• Applicants must be United States citizens, or lawfully admitted to the U.S. for permanent residence, or have permission from the Department of Homeland Security to work permanently in the U.S.

Grant Amounts and Matching Requirements

Arts Build Communities Grants for projects are up to $5,000 and may not exceed one-half of the Total Expenses of the Project Budget. Therefore if the Total Project Budget Expenses equal $7,000, the ABC grant request would be $3,500. If the maximum amount of $5,000 is requested, the total expenses of the project budget must be at least $10,000.

Matching funds may come from the Lead Applicant, Co-Applicant, sponsoring organizations, businesses, community partners, other grant funding or a combination of the above. The required income match amount may consist of cash or a combination of cash and in-kind contributions, but at least 50% of non-Arts Council grant income must be cash (e.g. with a $3,000 Grant Request a cash match of at least $1,500 is required).

In-kind amounts may consist of applicant staff salaries for time devoted to the ABC project, and donated goods, volunteer services or facilities provided by other persons or organizations. In-kind amounts must be shown on the Project Budget as both Income and Expenses. In-kind contributions may be eligible as matching funds if the contribution is integral to the project.

Letters of commitment from ALL sources of secured matching funds must be included with the application.

Restrictions

Organizations and Individual Artists may apply for only one Arts Build Communities Grant in a funding cycle.

Individuals with a full-time, part-time or volunteer leadership position with an organization cannot receive Arts Build Communities Grant funds in conjunction with that organization.

Arts Build Communities Grant funds may not be used for the following:

• Projects with the primary focus of "presenting" artists and performers
• Projects that are eligible for support in other Arts Council programs
• Separate applications for components of the same arts activity or program (e.g. several concerts or performances marketed in the same performing arts series)
• 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
• 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: Kentucky Heritage Council 502/564-7005 or http://heritage.ky.gov

No Kentucky Arts Council funds may be used to match another grant from the Kentucky Arts Council. In addition, the same matching funds may not be used for more than one Kentucky Arts Council grant. In some cases, Kentucky Arts Council grants may be used to match National Endowment for the Arts or other federal grants; call staff for clarification before committing funds for such purposes. The Kentucky Arts Council also reserves the right to make special stipulations on how specific grants funds may be spent.

How to Apply

To access and complete the Arts Build Communities Grant Program application, please go to www.culturegrants-ky.gov.

Instructions for Completing Application Introduction and Narrative

Please respond to the Introduction and each of the performance expectations below with a total of no more than 12,000 characters. Be sure to include complete information on each bulleted item in your narrative.

Introduction

Description of Proposed Project

• Briefly describe the project for which you are requesting support, including the foundation and history of the concept. If this is a recurring project, describe what aspects of this project are new initiatives or identify the new partnerships.

Description of Organization

• Provide a brief overview of the organizational partner, its mission, programs, significant accomplishments and role in the community (including the number of full-time and part-time professional staff).

Description of Participating Artist(s)

• Briefly describe the artist partner, their artwork and how that work is relative to the project.
  
  
• Attach the artist's resume.
  
  
• Attach work samples of the artist partner.

Description of Community

The Council recognizes that communities are not limited to geographic boundaries and may be defined by common factors such as occupation, recreation, religion, ethnicity, belief groups, etc. that are shared by a group of people. The members of these groups share a common culture and a sense of aesthetics for the arts. These unique and diverse art forms bring people together and can promote positive intercultural relations among the state's various communities.

• Describe your target community, its demographics and its artistic environment.
  
  
• If there are additional community partners, beyond the applicants, briefly identify them, their role in the project and community. Using the ABC Partner Form, attach a list of these additional partners and their contact information.

Performance Expectations

1. Quality of Project and Partnerships (45%)

• Describe the roles/responsibilities of the artist(s) and the organization in the proposed project and how the partners will actively and creatively work together/collaborate to plan and implement the proposed project.
  
  
• Describe the way you will promote community awareness of the project.
  
  
• Describe how the community will be considered and involved in the planning process. Indicate in what way they will actively and creatively participate in the project.
  
  
• Describe how the artist(s) will benefit from the project (e.g. professional growth, enhanced exposure, etc.)
  
  
• Describe how the organization will benefit by using the arts for community outreach.
  
  
• Provide a brief timeline for the project.
  
  
• Describe your ability to achieve this project financially including securing matching funds and spending details (Note: Budget Page should reflect these elements.) If matching funds are in place, list the sources and amounts; if the match is not yet in place, indicate your plan or strategies for securing the matching funds. Letters of commitment from ALL sources (cash and in-kind) of secured matching funds must be included with the application.

2. Community Development (40%)

• Describe the significance of the partnership and the proposed project to the community.
  
  
• Describe the immediate and long-term impact/benefits the proposed project will have on the community (e.g. meaningful contribution to the cultural, social, educational and/or economic growth of the community).
  
  
• Describe the artistic growth of the community as a result of the proposed project.

3. Assessment and Feedback (15%)

Note: An important goal of the ABC Grant is to develop projects that will have long-term benefits for the community. To assess that benefit, you will gather evidence throughout the project planning and implementation to determine progress, and to learn about and improve upon the work being done. Documentation and assessment of your project is extremely important. Effective assessment will include a combination of quantitative and qualitative measures. Below are several examples of assessment measures that can be used when answering the questions in this section: Measurement of partners' collaboration in the planning and implementation may include anecdotal observation, photo documentation, meeting notes, etc. Measurement of community involvement in the project may include: •  quantitative data (measured by quantity or amount) of the number of community members who participated in planning activities, attended events or volunteered, etc., evidence may include sign-in sheets, etc. •  qualitative measurement (measured by quality or kind) such as interviews, anecdotal observation, open-ended surveys, community's assessment, etc. Documentation of activities to promote awareness of the benefit of the project to the community may include such things as printed materials, photographs, working documents and notes, media coverage, etc.

Utilizing the information and examples above:

• Describe your plan for self-assessment and feedback throughout the project (from start to finish.) Describe the processes and tools you will use to gather ongoing data about the impact of the project on all participants (organizational, artist partners and community).
  
  
• Indicate who will review the documentation and evaluations; when and how will the assessment be used to inform future projects or make midstream adjustments?

Program Timeline

Application deadline	February 1, 2009
Deadline for submission of paper copy of the application and attachments	Within 7 calendar days of February 1, 2009
Review of applications by panel	May, 2009
KAC board reviews panel recommendations	June, 2009
Applicant notification	As soon as possible after board approval of panel recommendations
Use of grant funds may begin	July 1, 2009
Use of grant funds must conclude	June 30, 2010
Final Report due	30 days after completion of project

Application

Completed application forms must be submitted via Kentucky Arts Services OnLine (KASOL) by the deadline. Upon online submission, applicants will receive a confirmation e-mail with your application PDF attached. If you do not receive a confirmation, contact the KAC immediately. Print and sign the PDF and mail/deliver it to the KAC along with the required work samples in accordance with the guidelines. The PDF and materials must be received in the KAC office within seven calendar days of the deadline date. KAC offices will be open until 4:30 p.m., Monday-Friday (EST). If the application deadline date falls on a Saturday, Sunday or a state/federal holiday, the deadline date will be the next day which is not a Saturday, Sunday or a state/federal holiday. If the KAC does not receive these items by close of business on the seventh day, your application will be considered ineligible.

Following the deadline, each application will be reviewed by the program coordinator who may contact the applicant if clarification is needed. Applicants will be notified by e-mail/letter of their status in the application/panel process.

Note: Due to postal regulations, all packages over 16 ounces must be given directly to a postal clerk at a post office, and not dropped in a postal box.

Supporting Materials

You may submit supporting materials such as sample brochures, programs, flyers, reviews, feature articles, DVDs and/or CDs to demonstrate the quality of performing arts, digital images that give evidence of the quality of visual arts, or any other relevant information that will help give the panel an understanding of your program, your community, and your request. Please be sure that each item has your organization's name clearly marked.

Letters of support, reviews and other photocopied materials must be on standard-size (8 ½" x 11"), single-sided, white paper only. Applicants should carefully prioritize and select supporting materials. Excessive supporting materials will not be forwarded for panel review.

Work Samples/Supporting Material

Work samples are the primary way that panelists assess artistic and professional quality. Please consider your choice of work samples carefully in relation to the program’s Performance Expectations. Be sure to also describe important points about the quality, scope and depth of your work in the application narrative. All work samples should support the selected discipline or medium for the program. Do not submit student work.

Work samples and supporting materials will not be returned.

• CDs and DVDs: These samples will be mailed to the KAC. Please label each DVD or CD with the name of the applicant, the KASOL application number, and the title and running time of each piece. Appropriate tracks on CD’s and DVD’s should be clearly indicated. Label the recordings as follows: give the name of the production(s) or performance(s), date and location where performance(s) occurred, and names of key personnel. This information, as well as total running time will be included in your application via the KASOL system.
  
  
• Digital Images: These images will be uploaded and submitted via the KASOL system. For detailed instructions on preparation, formatting and submission of digital images, see Image Preparation.
  
  
• Promotional Materials: These materials will be mailed to the KAC. Please label each item with the name of the applicant and the KASOL application number. Required promotional and marketing materials are reviewed by the panelists and are considered in the selection process. Materials are also used by the KAC and others for promotional and marketing purposes, including use in Web sites and printed materials. Please note the following suggestions regarding promotional packets and the requirements regarding promotional photographs.
  
  
• Photographs: Photographs are very important and should always be of the highest quality possible. If performers want their photographs to be used in promotion, then the photographs must be of publishable and reproducible quality. Poor quality photos reflect poorly on the professionalism of the artist and will reduce scores from the panelists reviewing applications. There are many opportunities for using both color and black and white photographs. It is suggested that color as well as black and white photos be available for promotional use.

Manuscripts: These materials will be submitted via the KASOL system as a PDF or Word attachment. Number pages and double-space the documents.

Other Supporting Material: These materials will be mailed to the KAC. Please label each submitted item with the name of the applicant and the KASOL application number. Please refer to specific program guidelines for supporting material which may be submitted. For most programs, applicants may submit three copies of other relevant supporting material, such as reviews or written recommendations.

Panel Meeting

A panel of arts professionals and other individuals with relevant experience will review all applications according to the performance expectations. Please be aware that panelists include people from inside and outside Kentucky, who may be unfamiliar with the state's organizations, artists and/or communities.

The Kentucky Arts Council conducts an open panel review process for this program. This means that applicants and other interested citizens may, and are encouraged to, attend the panel meeting, listen to panelists' deliberations, and briefly respond to direct questions from the panel. The Kentucky Arts Council will send notification of panel dates to applicants after the application deadline.

KAC Board Meeting

All KAC board meetings are open to the public. The Council Board approves panel recommendations before notifications are made. Applicants are informed of the Council Board's decision by letter immediately following the board meeting.

Grant Agreements

Applicants that receive a favorable recommendation enter into an agreement with the State of Kentucky. Agreements cannot be altered without prior approval from the Council. Grantees are required to promptly notify the Kentucky Arts Council in writing of any changes in their grant activity. If grantees do not notify the KAC about changes before they file a final report, future funding may 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 expended 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 Council at the conclusion of the grant period.

Grant agreements must be signed and returned and funds dispersed by the KAC by June 30. Funds are not available after this time.

Final Reports

All KAC grantees must submit a Final Report within 30 days of completion of the grant period. Requests for extensions are reviewed on a case-by-case basis and may be granted if a written request is submitted before the due date of the Final Report. The Final Report form can be accessed through KASOL.

If a grantee fails to submit the required Final Report for any grant, the Kentucky Arts Council will accept no future applications until an acceptable Final Report is received.

Appeals

Applicants may appeal adverse grant decisions if they can demonstrate any of the following:

• The review of the application was based on criteria other than those appearing in the Arts Council's guidelines
  
  
• The final decision was unduly influenced by a panelist with undisclosed conflicts of interest
  
  
• Required application information submitted by the appropriate deadline was withheld from the review panel or the Arts Council

Applicants must initiate a formal appeal within 30 calendar days of the date of the award-notification letter of the Arts Council decision. Upon receipt of this award-notification letter, applicants should first consult with the appropriate program staff to review the considerations that went into the Arts Council's decision. If, after such consultation, applicants wish to pursue an appeal, they must do so in writing to the executive director of the Arts Council. If applicants are unable to consult with appropriate program staff within the time limitation, the applicants must still submit a written appeal postmarked within the 30-day time period.

In the executive director's response to a formal appeal, a deadline date for submission of all material supporting the appeal will be established. No such deadline date will be set earlier than seven days or later than 21 days from the date of the executive director's letter. Failure by applicants to meet any deadline date in the appeals process will result in the loss of the right to appeal.

An ad hoc committee of members of the Kentucky Arts Council board will review all appeals. Should the committee recommend a change in applicant's funding, the Arts Council board at its next regular or special meeting shall act upon the committee's recommendations. The ruling of the Arts Council shall be the last administrative remedy and there shall be no further right of appeal.

For More Information

The Kentucky Arts Council welcomes all questions regarding this program. For more information on this program, please contact:

Chris Cathers
Program Branch Manager
502-564-3757 Ext. 488
E-mail: Christopher.Cathers@ky.gov

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Kentucky Arts Council
21st Floor, Capital Plaza Tower
500 Mero Street
Frankfort, KY 40601-1987
Phone: 502-564-3757
Toll-free: 888-833-2787
FAX: 502-564-2839
Send comments or questions to: kyarts@ky.gov

Copyright & COPY; 2007 Commonwealth of Kentucky. All rights reserved
URL: http://artscouncil.ky.gov

Revised: June 17, 2009