Arkansas Administrative Code › Agency 013 - Department of Parks and Tourism › Division 02 - History Commission › Rule 013.02.14-003 - Curtis H. Sykes Memorial Grant Program

Current through Register Vol. 49, No. 6, June, 2024
Introduction
The Curtis H. Sykes Memorial Grant Program was established by
				Act 660 of 2009 of the General Assembly of Arkansas. The program honors the
				work of Curtis H. Sykes (1930-2007), who was instrumental in the establishment
				of the Black History Advisory Committee (now the Black History Commission of
				Arkansas). Mr. Sykes served as the group's chairman from 1993 until his death
				in 2007. Mr. Sykes was a school principal and educator for over 34 years. He
				was an active scholar and historian, and a tireless community activist.
The goals of the Curtis H. Sykes Memorial Grant Program support
				the mission of the
Black History Commission of Arkansas
and
				include:
* Collecting materials bearing on the history of black
				Arkansans from the earliest times;
* Encouraging historical work and research in the background of
				black Arkansans to help the young citizens of the state and all others
				appreciate their heritage;
* Assisting with the performance of work in relation to the
				history of black Arkansans;
* Making available programs and projects on the history and
				heritage of African Americans.
Grant applications will be reviewed and evaluated as to their
				relevance to the mission and goals of the Curtis H. Sykes Memorial Grant
				Program by the members of Black History Commission of Arkansas. The Commission
				will make all funding decisions.
These guidelines describe our competitive
				grant application process; and reflect grant application guidelines in effect
				as of January 2015.
Prospective applicants with questions about any portion of the
				application process are encouraged to contact the African American History
				Program Coordinator at the Arkansas History Commission:
One Capitol Mall, 2B-215
Little Rock, AR 72201
501-682-6900
state.archives@arkansas.gov
Examples of grants previously funded by the
						  Curtis H. Sykes Memorial Grant Program can be found at:
http://www.ark-ives.com/abhac/grants
						  awarded.aspx
_________________________________________
1 The Black History Commission of Arkansas
			 (BHCA) was created by Act 1233 of 1991 and is composed of seven persons
			 appointed by the Governor with the approval of the Senate.
General Grant Requirements
The Black History Commission of Arkansas awards grants through
				the Curtis H. Sykes Memorial Grant Program to non-profit or not-for profit
				organizations for projects intended to promote the preservation and study
				Arkansas's black history, as well as the collection of materials bearing on its
				history. Grant awards are based on written applications that comply with
				outlined requirements and meet specified deadlines.
An application for a grant includes a completed application
				form plus attachments. In order to apply for this grant, your group should take
				the following steps:
1. Confirm that
			 you are eligible for a grant, as we award grants to groups or organizations
			 formed for nonprofit or not-for-profit purposes. Organizations do not
			 necessarily have to hold 501(c)3 status to meet eligibility
			 requirements
2. Grant recipients
			 are limited to one (1) award during any given fiscal year (July 1-June
			 30).
3. Complete all parts of the
			 grant application form. You must provide the completed application form, budget
			 summary and a budget justification, as well as a timeline for completing your
			 project. Incomplete applications will not be considered.
4. Submit the original grant application form
			 and attachments. The application must have an original signature of the
			 authorizing official for the applicant organization.
5. Meet the established deadline for
			 submitting the grant application. Ten (10) copies of your application must be
			 postmarked by the deadline or delivered to the Arkansas History Commission
			 office by 4:00 p.m. on the day of the deadline. If the deadline falls on a
			 weekend or holiday, applications must be postmarked or delivered by 4:00 p.m.
			 on the following workday.
6. Grant
			 recipients will receive a grant contract at the time of their award. Contracts
			 will need to be signed and returned to the Black History Commission of Arkansas
			 before funds are released. Grant contracts will establish a project completion
			 date, which generally will be one (1) year from the date of the award. Failure
			 to complete the grant project by the established date may result in the grantee
			 being asked to repay the BHCA any unspent funds up to the total amount of the
			 grant award, and may result in grantee not being considered for future grant
			 awards.
7. A completed W-9 form
			 must be submitted or on file with the Arkansas History Commission prior to the
			 issuance of any grant funds.
8.
			 Project-generated materials (or copies, when appropriate) will be placed at the
			 Arkansas History Commission using agency donor forms. Grant recipients must
			 archive copies of project materials
without restrictions
at
			 the Arkansas History Commission and State Archives. For example, if research
			 consists of an oral history project, signed release forms must be obtained from
			 interviewees at the time of the interview, and copies of release forms must
			 accompany audio or video recordings when submitted to the State Archives. A
			 SAMPLE RELEASE FORM is provided in the FORMS section of this packet.
9. Applicants are advised not to schedule
			 potential grant-funded activities earlier than 90 days from the grant request
			 submission deadline in order to allow sufficient time for publicizing your
			 program (if a favorable decision is reached), or for you to find alternate
			 sources of funding if the request is not approved.
Grant Application Evaluation Criteria
Grant applications will be reviewed and evaluated as to their
				relevance to the mission and goals of the Curtis H. Sykes Memorial Grant
				Program. The Black History Commission of Arkansas will make all funding
				decisions.
The following criteria will be considered in reviewing grant
				applications:
1. The degree to which
			 the project preserves, commemorates, disseminates, or enhances the heritage of
			 African Americans in Arkansas.
2.
			 The quality and amount of archival materials to be acquired or generated by the
			 project and submitted to the Arkansas History Commission and State
			 Archives.
3. The degree to which
			 the project will create ongoing components (i.e., archival holdings, exhibits,
			 displays, recurring events, etc.).
4. New applicants and those who have not
			 received funding during the previous year may be given priority.
5. The relationship of the organization's
			 main mission to the grant program's needs.
6. The degree to which the project reflects
			 the heritage of a community.
7. The
			 organization's or individual's relationship to the local community.
8. The degree to which the project shows
			 collaboration and cooperation among organizations or individuals in
			 Arkansas.
9. The likelihood that
			 the project can be completed within the projected timeframe of the
			 grant.
10. The likelihood that the
			 project can be completed with available funds.
Members of the Black History Commission of Arkansas will
				abstain from voting on projects to which they have a personal
				connection.
The following activities are not eligible
						  for funding from the Curtis H. Sykes Memorial Grant
						  Program:
* Projects that exceed $3,500 in grant funds
* Regular courses offered for credit, or associated
						  costs (e.g., textbooks, tuition)
* For-profit projects or events
* Fund state agencies or support groups of state
						  agencies
* Projects, events, purchases occurring outside the
						  established grant cycle
* Operational expenses (i.e., salaries, rent,
						  utilities, storage)
* Equipment (e.g., computers, cameras, digital
						  recorders, furniture) - unless applicant can demonstrate that such equipment
						  will be utilized in an ongoing or permanent basis for the same or
						  closely-related purpose/s of the grant
* Purchase of property or real estate
* Construction, preservation, or renovation of
						  structures
* Contributions or donations to individuals (i.e., pass
						  through funds)
Completing the Grant Application Form
Incomplete applications will not be considered for funding from
				the Curtis H. Sykes Memorial Grant Program. A complete application must include
				the following elements:
1. Completed
			 application form included in FORMS section of this packet, with
			 signature(s).
2. Budget summary
			 form and budget justification, following the format established in the
			 guidelines.
3. Estimated project
			 timeline with projections for when project activities will begin/end.
4. An applicant whose proposal is approved is
			 required to designate a fiscal agent who will be responsible for authorizing
			 expenses and receiving and spending grant funds according to Program
			 requirements. The fiscal agent must sign all reports submitted to the council
			 by the applicant. The Project Director is encouraged to not serve as the fiscal
			 agent.
Submitting a Grant Application
Grant applications will be reviewed by the Black History
				Commission of Arkansas four times each calendar year. To be considered during
				each of the calendar year's four funding cycles, applicants will need to submit
				10 copies of the completed application packet to the Black History Commission
				of Arkansas either in person or by mail by 4:00 p.m. on or before the following
				dates:
January 2
April 2
July 2
October 2
Applications submitted after the established deadline will be
				considered during the next funding cycle.
Applications may be submitted either in person or by mail
				to:
Arkansas History Commission and State Archives
One Capitol Mall, Room 2B-215
Little Rock, AR 72201
Phone: 501-682-6900
Project Budget
The maximum award for any project funded by the Curtis H. Sykes
				Memorial Grant Program in a single year is $3500. While this grant program does
				not require either a cash or an in-kind match from the applicant, applicants
				are encouraged to show additional sources of fiscal support for the project on
				the Budget Summary Form, which must be submitted with the application.
In-kind matches may be estimated as the dollar value of
				services, goods, or space contributed by the applicant or a third party. Cash
				matches may be from the applicant's own funds, or from a third party.
The Program will commit to no more than one (1) year of funding
				for any given project at a time, and grant recipients are expected to complete
				projects within one (1) year of the date of the award.
Subsequent applications for funding will be considered by the
				Commission in competition with other applications received during the same
				application cycle. Proposals for funding in succeeding years should describe
				the applicant's progress in meeting the Sykes Grant Program goals.
Budget Summary
Include in the Budget Summary form, located in the application
				packet, as applicable:
* Cash contributed to the project by the applicant
* In-kind contributions from applicant (i.e., dollar value of
				services, goods, or space provided)
* Cash or in-kind contributions from third parties
* Funds requested from the Sykes Memorial Grant Program
				(required)
Budget Justification
Along with the Budget Summary form, please provide a Budget
				Justification in narrative format that provides a brief explanation for each
				line item for which funds are requested. The Budget Justification should
				provide enough detail to show that project costs are reasonable and directly
				related to the project's plan of activities.
For example, if applicant is including project volunteer time
				as an in-kind contribution, the Budget Justification should include a breakdown
				of the number of hours project volunteers are expected to contribute during the
				grant cycle multiplied by a reasonable estimate of the dollar value of the
				services they will provide, along with a description of those services.
Accepting a Sykes Grant
Applicants will be notified within two (2) weeks of funding
				decisions by the Black History Commission of Arkansas.
The Black History Commission of Arkansas and the Arkansas
				History Commission will formally confirm the offer of a grant in an Award
				Letter that includes:
* The amount of money awarded
* Any conditions that need to be met before grant funds will be
				released
* The period during which grant funds may be spent
* Deadlines for Interim and Final Reports
* An Acceptance Form indicating the grantees formal acceptance
				of the grant and its terms
The Acceptance Form will need to be signed by the fiscal agent
				and returned to the Arkansas History Commission by the deadline indicated
				therein before the release of any grant funds.
Grantees will receive a Grant Packet, containing copies of all
				signed documents, Interim and Final Reporting Forms following receipt of the
				signed Acceptance Form.
Receiving Grant Payments
Grantees may not expend funds until they receive a grant
				contract. All project expenses must occur during the grant period established
				in the contract.
Funds will be disbursed in two payments:
50% of the award will be disbursed within four (4) weeks of the
				issuance of the grant contract and receipt of the signed Grant Acceptance
				Form.
Upon the applicant's completion of an Interim Progress Report
				(6 months following initial award) and successful review by the Black History
				Commission of Arkansas, a second installment of 50% of the total funds will be
				released.
Occasionally, and under special circumstances, a different
				payment schedule may be developed for a grant and defined in the Award
				Letter.
Grantee's Financial Obligations
While the Black History Commission of Arkansas and the Arkansas
				History Commission do not recommend any single method of financial record
				keeping, the Sykes Grant Program does require that grantee's records be kept in
				accordance with generally accepted accounting principles.
The grantee's primary financial obligation is to maintain
				accounts, records, and supporting documentation for each transaction related to
				grant expenditures. The system of accounting need not be elaborate or
				complicated, but grantees are encouraged to:
* Open a separate checking account or use a separate account
				number to track expenditures related to the grant
* Keep a ledger account for this grant separate from your
				organization's general ledger* By providing descriptive and fiscal information
				for each check issued (check recipient, date written, amount, check number,
				purpose of check), you will be able to identify expenditures according to the
				line items of the approved project budget.
* Keep all supporting documentation for expenditures and
				receipts
* Keep signed in-kind contribution slips and cash cost-sharing
				records
* Do not encumber or expend funds outside of the grant cycle
				established in the Award Letter
* Retain all financial documentation for five (5) years
				following completion of the project.
Grantees needing to make changes in the line items of their
				budgets are required to request permission from the African American History
				Program Coordinator in advance. Any requested changes over $100 require the
				approval of a majority vote of the Black History Commission of Arkansas.
				Applicants should allow adequate time when requesting changes to project
				budgets.
Failure to complete reports and submit project results will
				result in the applicant not being considered for future grants and in grantee
				having to repay funds to the Black History Commission of Arkansas.
Grant Reporting Requirements
Grant recipients are required to complete an Interim and a
				Final Project Report and Financial Report.
Grant recipients shall complete the Interim Progress report six
				(6) months into the grant cycle. The release of the second installment of 50%
				of the total grant funds is contingent on a successful review by the Black
				History Commission of Arkansas of this Interim Progress report.
A Final Report, along with any completed project materials and
				any accompanying forms and releases to be archived at the Arkansas History
				Commission, will be due within thirty (30) days of the end of the grant
				cycle.
Project-generated materials (or copies, when appropriate) will
				be placed at the Arkansas History Commission and State Archives
without
				restrictions,
using agency donor forms. For example, if research
				consists of an oral history project, signed release forms must be obtained from
				interviewees at the time of the interview, and copies of said release forms
				must accompany audio or video recordings when submitted to the State Archives.
				A sample release form is included in the FORMS section of this application
				packet.
Please also include with your submission of the final
				report:
* Two copies of any promotional material developed for the
				project (i.e., posters, flyers, brochures)
* Copies of all publicity or coverage that appeared in any
				publication such as a newspaper, magazine or newsletter
* Good quality photographs of project activities
Failure to complete applicable forms will result in the grantee
				not being considered for future grants.
Required Credit Line
The following credit line must be used in any
						  promotional activities for projects funded by the Sykes Grant Program:
This project was funded in part by a
						  grant from the Black History Commission of Arkansas.
Promotional activities include, but are not limited to
						  news releases, flyers, brochures,
programs, etc.
Copies of promotional materials should be provided as
						  attachments to Interim and Final Reports submitted to the Black History
						  Commission of Arkansas.
Terminating a Grant
On rare occasions, the Black History Commission of Arkansas may
				conclude that the terms of a grant award are not being fulfilled and will
				communicate this to the project director and fiscal agent in writing. The BHCA
				will make no further payments on the grant until the problem is corrected. If
				compliance or correction is impossible, the grantee must repay or arrange for
				repayment of funds which have been improperly diverted or expended. Within
				thirty (30) days after the date of termination, unexpended funds must be
				returned to the BHCA with an itemized accounting of funds expended, obligated,
				and remaining under the grant.
Forms
CURTIS H. SYKES MEMORIAL GRANT PROGRAM
				APPLICATION
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Curtis H. Sykes Memorial Grant Program Application
BUDGET SUMMARY FORM
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Curtis H. Sykes Memorial Grant Program
GRANT PROGRESS REPORT
Each grant contract indicates a due date for submission of a
				progress report. Please complete and return this form to the address listed at
				the end of this form by the date listed in your grant contract. Release of
				remaining grant funds is contingent on submission of this form and subsequent
				review and approval by the Black History Commission of Arkansas.
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Curtis H. Sykes Memorial Grant Program
FINAL REPORT
Each grant contract indicates a due date for submission of a
				final report. Please complete and return this form to the address listed at the
				end of this form by the date listed in your grant contract.
Please also include with your submission of the final
				report:
* Copies of project material to be donated to the Arkansas
				History Commission
* Release form, if required, for any project materials to be
				donated to the Arkansas History Commission
* Two copies of any promotional material developed for the
				project (i.e., posters, flyers, brochures)
* Copies of all publicity or coverage that appeared in any
				publication such as a newspaper, magazine or newsletter
* Good quality photographs of project activities
Failure to complete and submit all grant forms will result in
				grantee not being considered for future grant funding from the Black History
				Commission of Arkansas.
Please type your answers to the questions in the spaces
				provided:
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FINAL FINANCIAL REPORT
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