Elmhurst council approves $150,000 Explore Elmhurst community grants after debate over applicants' financial reporting

The Elmhurst City Council approved distribution of $150,000 in Explore Elmhurst community grants on March 3, 2025, after a debate over application requirements and timing.

Alderman Michael Brennan, chair of the Public Affairs and Safety Committee, presented the committee’s recommendation, saying the committee received 14 applications and is proposing a $150,000 distribution funded by the city’s hotel-motel tax. “We had 14 applicants and a distribution of $150,000; the funds for this come from the hotel-motel tax,” Brennan said.

The council’s discussion focused on two procedural changes for this year’s grants: a new scoring matrix to standardize awards and a change requiring recipients to request reimbursement rather than receiving funds up front. Several aldermen said the matrix and reimbursement approach are intended to reduce discretionary decision-making and set clearer expectations for applicants.

Alderman Hill said he was pulling the item for vote disclosure because one of the recipients is Elmhurst University, Hill’s employer; he indicated he would vote present on the item. City Manager provided procedural and service information earlier in the meeting, and other council members raised concerns about the timing of the financial documentation required of applicants.

Alderman Hill and other members questioned the requirement that applicants submit prior-year financial statements by an early-February deadline. Hill said that deadline made it difficult for some organizations to apply and could exclude groups that lack an audited or completed prior-year report. Alderman Guido Nardini said the scoring matrix allows for exceptions for brand-new organizations that do not have last year’s financial statements and that the matrix was designed to make decisions less emotional and more consistent.

Alderman Irby said the Elmhurst American Legion did not apply this year because the organization could not meet the early financial deadline. Alderman Erby also spoke during announcements about local social services, citing the Elmhurst Walk-In Assistance Network as a community resource; the City Manager directed residents with ongoing nonemergency needs to email policeinfo@elmhurst.org to request an appointment with the police social worker and said DuPage PADS, at (866) 682-3846, handles street outreach; for emergencies the county’s 988 number should be used.

Procedure and votes: the council first approved the consent agenda with item 5.7 (the Explore Elmhurst grants report) removed. That motion to approve the consent agenda minus item 5.7 passed by roll call, 13 ayes, 0 nays, 1 absent. The council then voted on the Explore Elmhurst Community Grants report (item 5.7); Alderman Michael Brennan moved to place the report before the council and Alderman Guido Nardini seconded. The grant distribution passed with 12 ayes, 0 nays, 1 present (Alderman Hill) and 1 absent.

Council members asked staff to review two issues raised during debate: the timing of the required financial documentation and whether the matrix and reimbursement approach should be adjusted to avoid excluding otherwise eligible organizations. Several aldermen said they support the program and recommended staff and the Public Affairs and Safety Committee study potential refinements.

Votes at a glance

- Consent agenda (items 5.1–5.25, except 5.7): Approved as moved, 13 ayes, 0 nays, 1 absent. - Item 5.7, Explore Elmhurst Community Grants (report and authorization to prepare documents for council approval): Approved, motion by Alderman Michael Brennan, second by Alderman Guido Nardini; tally 12 ayes, 0 nays, 1 present, 1 absent.

The council did not change award recipients during the chamber discussion; staff will prepare the necessary documents for council action and will work with the Public Affairs and Safety Committee on any procedural adjustments requested by council members.