APPLICATION GUIDANCE DOCUMENT

Table of Contents
Table of Contents .................................................................................................................................................... 1
Purpose ................................................................................................................................................................... 1
Available Grants ...................................................................................................................................................... 2
Eligible Applicants ................................................................................................................................................... 2
Ineligible Applicants ................................................................................................................................................ 2
How to Apply ........................................................................................................................................................... 3
Application Assistance ............................................................................................................................................ 3
Grant Process .......................................................................................................................................................... 3
Application Components ......................................................................................................................................... 4
Match Requirement ................................................................................................................................................ 4
Eligible Costs............................................................................................................................................................ 5
Ineligible Costs ........................................................................................................................................................ 5
Missouri Policy on Resource Recovery.................................................................................................................... 6
Region H Targeted Materials & Goals ..................................................................................................................... 6
FAQs for Approved Grants ...................................................................................................................................... 7

Purpose

The purpose of the District grant program is to provide financial assistance to cities, counties, non-profits,
businesses, schools, and individuals, which will:

1. Develop new or improved programs that will reduce the generation of solid waste, or
2. Create new markets or improve existing markets for recovered materials, or
3. Improve the handling of items banned by Missouri law from landfills

1
Available Grants

SMALL PROJECT GRANT

 Up to $10,000; minimum 20% match required
 Applicant may apply for more than one small grant per cycle
 Important Dates:
o September 15, 2023 – Preliminary Application Due by 4pm (optional)
o October 13, 2023 – Final Application Due by 4pm
o November 1, 2023 – Advisory Committee scoring meeting (applicants encouraged to attend)
o November 8, 2023 – Executive Committee approval meeting

LARGE PROJECT GRANT

 Up to $100,000; minimum 20% match required
 Applicant may only apply for one large grant per cycle
 Important Dates:
o November 17, 2023 – Preliminary Application Due by 4pm (required)
o January 19, 2024 – Final Application Due by 4pm
o February 1, 2024 – Advisory Committee scoring meeting (applicants encouraged to attend)
o February 14, 2024 – Executive Committee approval meeting

FUNDING LIMITS FOR PROJECT TYPES

 $100,000 – Waste Reduction, Recycling, Composting, Market Development
 $40,000 – Education

The total amount awarded for any single grantee shall not exceed $100,000 within a fiscal year (July-June).

Eligible Applicants
 Municipalities APPLICANTS MUST OPERATE WITHIN REGION H:
 Counties
 Public institutions AUDRAIN, BOONE, CALLAWAY, COLE,
 Non-Profit Organizations COOPER, HOWARD, MONITEAU,
 Private business AND/OR OSAGE COUNTIES
 Individuals

Ineligible Applicants
 Applicant directly involved in evaluation, ranking, selection and award of financial assistance
 Applicant who has a conflict of interest i.e. an employee, spouse or partner who takes part in the
above and/or receives an award, contract, gratuity or favor from applicant

2
How to Apply
Applications can be downloaded at recyclemidmo.com or requested by email ([email protected]) or
phone (573-874-7574). Complete the fillable PDF application and return by email to [email protected]
or print and mail to MMSWMD, PO Box 6015, Columbia MO 65205.

If you need additional assistance for any reason, please contact the MMSWMD office promptly for help.

PRELIMINARY AND FINAL APPLICATIONS ARE DUE BY 4PM ON THE DAY OF THE DEADLINE.

Application Assistance
Individual assistance is available from District Planner Elise Buchheit. Contact her at [email protected]
or by phone at 573-817-6422. Grant writing workshops will be held as needed and dates will be posted on our
website at recyclemidmo.com.

 Read through the entire Guidance Document and Application before you begin
 Ensure you are an eligible applicant and your planned costs are eligible
 Consider how you will meet the 20% match requirement (cash, labor, volunteer hours, etc.)
 Refer to the Grant Evaluation Scoring Form throughout your drafting & address every criterion in your
application

Grant Process
1. Preliminary Application submitted; District staff provide feedback

2. Final Application submitted

3. Advisory Committee evaluates the application; applicants invited to attend the review meeting

4. Executive Board reviews the recommendations and approves or rejects

5. Department of Natural Resources reviews approved grants

6. Applicant and District sign Financial Assistance Agreement (FAA)

7. Project begins after FAA is executed – no expenses prior to FAA can be reimbursed

8. Grantee submits Quarterly Reports through online system (Re-TRAC)

9. Grantee invoices MMSWMD for reimbursements (15% of each invoice retained)

10. Grantee submits final report and invoice (retainage paid out)

11. Grantees who purchased equipment with grant funds must report waste diversion data annually for
five years following the end of the project period

3
Application Components

PRELIMINARY APPLICATION
 Brief summary of project which includes project description, purpose of budgeted expenses, and
intended impact
 Estimated budget for conducting the project including matching funds

FINAL APPLICATION
 Applicant Information
 Estimated Tonnage Diverted & Project Evaluation
 Budget
 Workplan & Timeline of Tasks
 Previous Grant Funding
 Executive Summary
 Key Personnel (Resume of project manager must be attached)
 Supporting Documentation
o Notarized match Commitment Document (Required)
o Quotes for equipment/services (Two required for purchases <$3000, three required for >$3000)
o Letters, ordinances, or resolutions demonstrating partnerships or support
o Any necessary permits, waivers, or licenses

ADDITIONAL REQUIREMENTS FOR PROJECTS OVER $50,000

 Three-year business plan for the project
 For recycling and reuse technologies, a market analysis
 Description of project financing including projected revenue from the project
 A credit history and/or up-to three years’ financial statements or a governmental bond rating
 Preliminary Project Design and preliminary engineering plan and specifications for facilities/equipment

Match Requirement
All grant applications require a minimum match of at least 20% of the requested funds. The match can be cash,
in-kind contributions, or volunteering. Final applications must include a notarized Match Commitment
Documentation form. Notaries are commonly available at your bank, library, or UPS locations.

CASH MATCH: Direct project expenses which will be paid by the applicant.

IN-KIND MATCH: Non-cash contributions of value including labor, volunteering, materials, hauling, etc. may be
used to satisfy the match requirement.

VALUE OF VOLUNTEERS: Volunteer hours may be used as in-kind match. Visit independentsector.org to
determine the value of volunteer time in Missouri. If funded, volunteer time must be tracked and reported.

4
Eligible Costs
MMSWMD is interested in developing a sustainable infrastructure for waste reduction and diversion. Expenses
that demonstrate the potential for long-term impact will score better in the evaluation process than those that
do not. If possible, expenses which do not provide long-term impact should be included in the budget as
match, instead of grant funds.

Costs such as processing fees, hauling fees, salaries, travel and overhead must be carefully justified as to the
necessity and resulting long-term impact of the expense.

Eligible costs include but are not be limited to:

 collection, process, manufacturing or hauling equipment and the installation of said equipment
 materials and labor for the construction of buildings
 engineering or consulting fees
 laboratory analysis
 development, distribution, implementation of educational materials and forums
 professional services
 research projects

GLASPHALT RESTRICTIONS
Funding for glasphalt projects is limited to expenses directly associated with acquisitions, processing or
delivery of glass. Paving and road grade costs are not eligible for funding, but may be included as match.

Ineligible Costs
 Operating expenses of local governments that are not directly related to the project activities
 Costs incurred prior to or after the project start/end date
 Taxes
 Legal costs
 Contingency funds
 Land acquisition
 Disposal costs (projects that collect solid waste for disposal on continuous basis)
 Fines, penalties
 Food/beverage for district employees, board members, or sub-grantees at non-working meetings
 Memorial donations for board members or employees
 Office decorations
 Lobbyists, pursuant to section 105.470, RSMo.

It is the policy of MMSWMD to disallow indirect costs for overhead or fiscal and administrative costs. The
required 20% match may not include any ineligible costs.

5
Missouri Policy on Resource Recovery

The State of Missouri believes that projects should conform to the waste management hierarchy as described
in the Missouri Policy on Resource Recovery. The hierarchy is as follows:

1. Reduce the amount of solid waste created

2. Reuse, recycle and compost
3. Recover and use energy from solid waste
4. Incinerate or dispose of in a sanitary landfill

Region H Targeted Materials & Goals

Projects should also conform the District’s targeted materials list. Scoring of this criteria will be based on the
priority level of the material/goal.

MATERIAL/GOAL PRIORITY
Consumer Electronics Tier 1
Food Waste Tier 1
Household Hazardous Waste Tier 1
Mattresses Tier 1
Demolition Waste Tier 2
Mixed Glass Tier 2
Non-Hazardous Wastes from Industrial/Commercial/Institutional Operations Tier 2
Plastics (Including Styrofoam) Tier 2
Recoverable Agricultural Waste Tier 2
Waste Tires Tier 2
Cardboard / Paper Tier 3
Ferrous Metals Tier 3
Non-Ferrous Metals Tier 3
Textiles Tier 3
Yard Waste Tier 3

6
FAQs for Approved Grants

When can I start purchasing goods and services?

Purchases eligible for reimbursement can only be made after execution of the FAA by all parties.

How do I go about buying goods and services for grant reimbursement?

All purchases for goods and services must be made in accordance with RSMo. 34.040:
$0-10,000 - No bid required
$10,000.01-$100,000 - Minimum of three competitive bids/proposals, not advertised
$100,000.01 or more - Minimum of three competitive bids/proposals advertised in two daily
newspapers at least five days before bid opening

How do I submit an invoice to receive a reimbursement?

MMSWMD staff provides grantees with an invoice form and information for submitting an invoice. Invoices for
all reimbursements are subject to Board approval. Invoices should include all applicable bid documentation,
invoices from vendors, and proof of payment (receipt, canceled check, etc.).

How do I account for my match?

Matching funds or in-kind match are documented on the same invoice for reimbursement. MMSWMD staff
recommends that grantees show some match on each invoice.

What kind of reporting is required during the grant period?

Grantees are required to submit quarterly reports and a final report online via Re-TRAC. MMSWMD staff assist
grantees with getting set up on Re-TRAC and with reporting. At least four quarters must be reported.

How do I give the MMSWMD a security interest in my equipment and/or building?

The MMSWMD maintains a security interest in all equipment, buildings, or site improvements costing more
than $5000s purchased in whole or in part with grant funds. This interest decreases 25% per year starting one
year from the purchase date stated on the invoice. This UCC may be filed online with the Missouri Secretary of
State for a $10 fee and sent to MMSWMD.

How do I get the 15% of grant funds retained by the District until the end of the project?
A grantee is reimbursed after the Executive Board accepts their final report.

How can I make changes to my project – need more time, budget change, etc.?
Significant changes will require Executive Board approval, MDNR review and execution of a new FAA. Contact
MMSWMD staff to determine what level of review your changes requires.

Is there anything I need to do after my project is completed?

All records for the project need to be retained by the grantee for 5 years following the project. Grantees
purchasing equipment costing more than $5000 will need to report diversion numbers annually to MMSWMD
for 5 years after submission of the final report.