DuPage Finance Committee approves $1.545 million for member-initiative grants amid debate over reimbursement policy

The DuPage County Finance Committee on April 8 approved a budget transfer (25-0973) moving $1,545,085 from contingency to the county board's grant services to fund the member-initiative program, but several members pressed staff about whether the program's reimbursement-only rule blocks small nonprofits from participating.

The issue prompted repeated exchanges during the meeting because the program requires recipient organizations to pay expenses up front and submit receipts for reimbursement. "It's on a reimbursement basis," said Member Covert, DuPage County Board member, arguing that some small nonprofits lack the cash flow to front large purchases. Members sought alternatives including a possible hybrid approach that would allow direct vendor payments in limited cases.

Nick Kottmeyer, finance staff member, told the committee the reimbursement requirement is intended as a safeguard for taxpayer funds. "The member initiative program is a reimbursement based program based upon the criteria set by the board," Kottmeyer said, adding that reimbursement protects the county if funds are not spent as intended. Kottmeyer and other finance staff acknowledged the policy creates practical difficulties for organizations that lack working capital.

Why it matters: The member-initiative program distributes discretionary grants through county board members to local nonprofits. Committee members said many of those groups are small and may not be able to buy equipment or make other large purchases up front, which could keep them from using the funds. Several members asked whether the county could pay a vendor directly or otherwise advance funds in narrowly defined circumstances.

Committee discussion and staff response

Members repeatedly described the trade-off: reimbursing protects the county's fiscal controls; advancing money eases burden on smaller providers. Member Evans asked about the county's recourse if a nonprofit misuses funds, noting a lack of a practical "clawback" if money has already been spent. Member Keogh said he opposed upfront payments, calling them a fiduciary risk. Member Galassi said she supported the reimbursement process for transparency and taxpayer protection.

Finance staff described operational steps that can limit hardship for smaller organizations: faster reimbursements, case-by-case exceptions, and possible direct vendor payments for capital purchases when a nonprofit cannot front costs. A staff speaker said approved reimbursements are typically processed quickly, with payments returning to applicants within 30 days when paperwork is complete.

"If one of the nonprofits comes forward and says, I cannot afford this, we will work with them," said a finance staff speaker, explaining the department could route certain requests for special handling and bring them to the board for approval as needed.

Formal action

The committee voted to approve the transfer (25-0973) of $1,545,085 from contingencies to the county board's grant services; the motion carried. The transcript records the vote as "All those in favor? Aye. Any opposed? Motion carries." The record does not list individual roll-call tallies in the meeting minutes supplied.

Follow-up and next steps

Members and staff agreed to pursue a practical compromise: maintain the default reimbursement requirement while developing a documented, case-by-case process that could allow direct vendor payments or partial advances for capital purchases when a nonprofit can demonstrate inability to front costs. Finance staff said they will work with the state's attorney as needed and return individual exceptions to the board for approval. Committee members also urged faster submission of member-initiative paperwork so projects can be completed within the county's time and funding constraints.

Clarifying details excerpted from the meeting: the member-initiative transfer amount is $1,545,085; the program is reimbursement-based by board policy; staff said approved reimbursements typically are returned within about 30 days; members noted that projects funded under this program must be "shovel ready" and expended within 2025 in many cases.