Funding Guidelines for Agencies

Serving Cape County Since 1975

Funding Guidelines Manual for Agencies Applying For Public Funds

Approved: April 12, 2022

SECTION I – AVAILABILITY OF FUNDS

Senate Bill 40 (SB40) was enacted in 1969 to allow the citizens of Missouri counties to vote on a tax levy to support various local services for individuals with developmental disabilities. These guidelines are designed to assist agencies considering applying for funds from CCBDD and to assist CCBDD in distributing funds in Cape Girardeau County based on demonstrated need for vocational and related services for individuals with disabilities as described in Missouri Statutes 205.968, 178.900, and 630.005.

CCBDD funds are not to be used to supplant funds otherwise available to applicant; replace funding previously committed to the project; or pay obligations incurred prior to funding award date from CCBDD. This includes eligible reimbursement from third party public or private insurance.

Agencies seeking funds from the CCBDD should be aware that its funds are limited. CCBDD may decline approval of all or any part of a funding proposal to ensure strategic, efficient investment of CCBDD funds. CCBDD may choose not to solicit annual funding applications or may close the funding cycle if there are insufficient funds in any given fiscal year.

All funded agencies must submit detailed program and budget information. CCBDD is committed to accountability on its part; and demands accountability from the agencies its funds. Applicants must document their efforts to obtain funding from other tax revenue, voluntary fund-raising, reimbursements by third parties, funds available from State agencies or Federal sources, etc. CCBDD reserves the right to consider historic information and fact, whether gained from the Agency’s proposal, conferences, references, or any other source, in the evaluation process.

SECTION II – PRINCIPLES OF FUNDING

Following are BASIC PRINCIPLES OF FUNDING for CCBDD:

  1. In general, the following criteria will influence the distribution of funds (no priority order implied):
    • serves persons otherwise unserved, under-served or inappropriately served;
    • funds from other sources are unavailable;
    • service providers are located in Cape Girardeau County;
    • funded services are provided exclusively to Cape Girardeau County Residents;
    • service proposal may create a new service or expand an existing service;
    • funds are necessary to maintain the ability of an agency to provide services for the developmentally disabled.; and
    • agency is accredited and/or striving to exceed minimum standards for care.
  2. CCBDD seeks to enhance, initiate or expand services with its limited funds without the possible commensurate loss of other sources of funding.
  3. CCBDD will, at its discretion, expend its funds through a funding agreement with not-for-profit agencies, or the direct provision of services, or a combination of both.
  4. In requests for establishing new or expanded services, the need or demand for the proposed service may be required to be proven by means of a waiting list verified by a referral agency (e.g. DMH; DVR) or letters of support for proposed services from county stakeholders.
  5. To serve the maximum number of consumers, CCBDD will use its funds to leverage other funding sources. To this end, the applicant must consider using its own and other financial resources in partnership with CCBDD funds. When requesting partial or matching funding, applicants must prove availability and source of other funds to develop and/or continue the proposed service.
  6. Excepting special circumstances, funds will not be approved for services rendered/expenses incurred by an agency before their application is approved.
  7. Any agency requesting funds must demonstrate their financial need to offer proposed services, evidenced by financial records and other information that may be requested by CCBDD.
  8. Failure to perform in accordance with the Funding Agreement on any project may be considered by CCBDD to be in default on all projects. At CCBDD’s discretion, further funds may be withheld until any such problem is resolved to the satisfaction of CCBDD.
  9. Any Agency requesting funding from CCBDD shall be required to be bound by these Funding Guidelines, unless some specific exception is made in a Funding Agreement.

SECTION III – AGENCY ELIGIBILITY

Following are essential AGENCY ELIGIBILITY REQUIREMENTS to receive funding from CCBDD:

  1. Agency must be registered as a not-for-profit corporation in the State of Missouri in good standing.
  2. Agency clients must be eligible for funding by criteria established for developmentally disabled/handicapped defined under Missouri Statutes 178.900, 630.005, and/or 205.968.
  3. Agency must be an Equal Opportunity Employer and have statement incorporated in its personnel policies and/or bylaws.
  4. Agency services shall be available to persons without regard to sex, race, color, religion, sex, national origin, ancestry, disability, age, genetic information or any other characteristic protected by law.
  5. The Agency shall have a Conflict of Interest policy consistent with Missouri Ethics Commission recommendations, as if the Agency were a public official. If a conflict of interest should be identified, a statement of full disclosure should be on record with the Agency, and a copy of the same provided to this Board. At a minimum, no paid staff of any Agency or family member in the first degree (spouse, child, parent, sibling, – including step or half relation) shall serve on that agency’s governing board nor vote on agency policy matters.
  6. Agency’s board of directors shall have a minimum of seven members and shall have representation from the consumer group for whom it provides services.
  7. Agency must demonstrate that it has programmatic and technical expertise and facilities to accomplish its stated goals.
  8. Agency/program funded shall meet generally accepted accounting standards, and are encouraged to strive to higher standards, and to remain compliant with all local, state and federal laws including, but not limited to, mandatory reporting required by statute or administrative rule.
  9. Agency shall provide a list containing the name, complete address, place of employment and term of membership for each officer and board member for the applicant agency. If funding is granted, agencies shall notify CCBDD immediately of any changes in their executive or board membership.
  10. Agency documents licenses and certifications for the services provided and provides proof of compliance from all appropriate agencies.

SECTION IV –REAL OR PERSONAL PROPERTY
PURCHASED WITH CCBDD FUNDS

The ownership, maintenance and insurance coverage of funded real or personal property shall be detailed in the Funding Agreement. Buildings or other property constructed with or purchased by the use of CCBDD tax monies shall be presumed to remain/become the property of the CCBDD except as specifically provided in a Funding Agreement between Agency and CCBDD. Except as provided in such funding agreements, Agencies shall not sell, trade, re-assign or otherwise dispose of equipment/furnishings purchased with CCBDD funds for a period of five years without prior written approval of CCBDD. Property may be leased for specific purposes by the CCBDD, with program intentions and maintenance provisions identified in the Funding Agreement.

CCBDD may require bids to be obtained and submitted by an Agency when requesting funds for any renovation or purchase of property. Requests for funding capital improvements, property and equipment will be considered only for facilities located within Cape Girardeau County.

SECTION V – APPLICATION PROCESS

Applications for funding may be submitted during one of two funding cycles during the calendar year, subject to all qualifications herein. Applications must be received within the cycle and by the deadline to be considered for funding. Applications will be accepted beginning 90 days prior to the first cycle deadline for submission on January 1, and beginning 90 days prior to the second cycle deadline for submission on July 1.

  1. Applicants will prepare an Application for Funding, and submit nine clearly legible copies of the Application for Funding (including the other required documents) in person to the CCBDD at a regular meeting, or by mail to Cape County Board of Developmentally Disabled, P. O. Box 1519, Cape Girardeau, Mo 63702-1519 or by email to: director@capecountyboard.org.
    1. The body of the Application For Funding submitted should state, at a minimum, the following:
      1. A detailed description of the proposed services for which funding is requested.
      2. An itemized budget of the proposed disposition of all funds being requested. The budget should include both total dollar amounts and categorical totals of each revenue and expense item (operating expenses, equipment, management, other grant income, etc.). Funds awarded an agency shall be designated by line items; and shall be limited to expenditures not more than the amounts specified for each line item.
      3. State whether this funding application will include matching funds and, if so, provide the match ratio, how much additional funding will be provided and identify the source of such funds.
      4. If funding is requested for staff/employees/independent contractors, justify the need for the amount of staffing, identify each position and employee (if not yet hired, so indicate) and the wages and benefits requested for each position.
    2. The Application for Funding shall include a copy of the following additional documents.
      1. Articles of Incorporation (plus Amendments);
      2. By-laws;
      3. Verification of status with the Missouri Secretary of State;
      4. 501(c)(3) tax exempt letter (if applicable);
      5. List of Agency board members and corporate officers (name, occupation, address, phone number);
      6. Board resolution authorizing Application for Funds and designating a person with authority to receive correspondence on behalf of Agency;
      7. Profit and Loss Statements for the preceding fiscal year;
      8. 3 years of projected financial statements;
      9. Employee Policy Manual and Conflict of Interest Policy.
        If these documents have been previously submitted by the agency, they need not be duplicated, but any additions or amendments to such documents must be submitted so as to keep CCBDD agency files current.
  2. After grant applications pass an initial review by CCBDD members, the Agency will be contacted through the primary point of contact when the application appears on the CCBDD meeting agenda. The Agency may attend to make a brief presentation of relevant information, and/or to answer questions of board members. The board will vote on the application, taking one of the following actions:
    1. Approve or disapprove application in its entirety;
    2. Approve portions of application, or set conditions for funding; or
    3. Table any action to gain additional information.
  3. The Board will develop a draft of an appropriate Funding Agreement. The terms of these Funding Guidelines shall be adopted by reference into any such Funding Agreement, subject to limitation in the agreement and by Board approval.
  4. The Funding Agreement will be signed by CCBDD Chairperson and Agency Director.

SECTION VI – REPORTING & MONITORING

Reporting – Agencies being funded by CCBDD shall submit quarterly written reports to CCBDD on services provided one week prior to scheduled regular board meetings. The funded agency shall also, upon request, submit verifiable information related to use of funding, the number of persons served and a brief statement showing how the underlying goals and objectives are being met.

All funded agencies shall submit a financial report demonstrating how grant funds were spent to the CCBDD within 120 days after the close of each such agency’s fiscal year.

Monitoring – CCBDD shall have the right to monitor all Agencies being funded by CCBDD advocates for the delivery of quality services. The primary objective of monitoring involves assurance of appropriate use of CCBDD funds and provision of services consistent with the agency’s approved proposal. This monitoring may be, at the discretion of CCBDD, involve attending agency board meetings, reviewing reports submitted by the agency, by site visits, or by other means.

Communications to CCBDD from Agencies should be addressed to the chairperson of CCBDD, to the entire board at a regular meeting of the CCBDD, or to a person specifically identified in the Funding Agreement.

SITE VISITS: In order to supplement the financial and service reports and to maintain personal contact with funded agencies, CCBDD member(s) may periodically visit a funded program.

SECTION VII – SUSPENSION/TERMINATION OF FUNDING

The Chairperson of CCBDD has authority to temporarily withhold funds awarded pending compliance of the agreement made with CCBDD for funding including, but not limited to, compliance with these Funding Guidelines. Due cause for suspension of funding shall exist when a funded agency:

    1. Fails to comply with any part of its Funding Agreement;
    2. Fails to comply with any provisions of these Funding Guidelines;
    3. Fails to comply with the monitoring procedures and/or findings of the CCBDD; or
    4. Fails to comply with local, state or federal law.

In the unlikely event that an agency’s funding would be suspended, the director of the funded agency shall be notified by CCBDD chairperson; a copy to be sent to the funded agency’s board president of record. Such notice shall include a statement of the alleged violation, the effective date of suspension, and any conditions deemed appropriate, if any, for the agency to reinstate funding.

The funded Agency shall respond in writing to CCBDD chairperson within ten days of any notification. Such response shall include a plan of action to correct the situation and a time frame for such action. Failure to respond within ten days shall be due cause for permanent termination of funding.

Cape Girardeau Board of Developmentally Disabled
Basic Funding Application Check List

(Submitted with completed Agency Application for Funding)

    1. Proof of Insurance: General Liability, Programs, Services, and Assets
      (as applicable to the purpose of the funding request)
    2. Proof of Registered Non-Profit and Certificate of Good Standing (Secretary of State)
    3. 501(c)3 Determination Letter from the IRS
    4. Licensure, Certification, or Accreditations (if Applicable)
    5. Project/Program Business or Strategic Plan
    6. Project/Program Projected Budget
    7. Summary of how CCBDD funds will be utilized
    8. Agency Bylaws
    9. Agency Articles of Incorporation
    10. List of Agency Board Members, their occupations, and contact information
    11. Agency Employee Policy Manual and Conflict of Interest Policy
    12. Board resolution authorizing Application for Funds and designating a person with authority to
      receive correspondence on behalf of Agency.
Get in Touch
Anytime

director@capecountyboard.org