Sustainability Commission Agenda &
Regular MeetingElgin, IL · November 11, 2025
Minutes
NOTICE OF SUSTAINABILITY COMMISSION MEETING
Sustainability Commission Communications Task Force Meeting Minutes
Tuesday, November 11, 2025 • 7:30 p.m.
West Conference Room, Edward Schock Centre of Elgin, 100 Symphony Way, Elgin, IL 60120
A. Call to Order
Chair Armstrong called the meeting to order at 6:00 p.m.
B. Roll Call
Commissioners Present: Tom Armstrong (Chair), Beau Grzanich, Dan Kleeman, Robert Leu,
Frankie Garcia, Farzan Jafri (Student Representative), and Leslie Porter.
PRESENCE OF A QUORUM CONFIRMED.
Also Present: City Staff Liaison Kristin Iftner.
Commissioners Absent: Jeff Biss, Sharene Gould Dulabaum, and Dekovia Livingston.
C. Public Comment
None.
D. Business of Meeting
1. Discussion on projects
i. Commissioner Kleeman shared on overview on generative AI. His presentation is attached.
ii. Signature Event: Commissioners discussed the prospect of doing a signature event, in particular the
idea of one focused on celebrating projects completed by recipients of the Sustainable Elgin
Community Grant and ending with the Sustainability Commission goals for the coming year with an
ask for community member involvement. Commissioner Porter and Leu would take lead in further
detailing this concept.
iii. Education on pollinators, and tree canopy: Commission members further discussed developing an
education campaign to educate and connect residents and businesses to information and resources
supporting the maintenance and growth of our urban tree canopy, and pollinators. The National
Wildlife Federation, Illinois Monarch Pledge, Chicago Region Trees Initiative, American Forests Tree
Equity Score Program, and Vibrant Cities Lab Urban Forestry Toolkit were identified as resources to
develop each of these educational campaigns.
iv. Organize and Develop Commission Resource Kit: Liaison Iftner shared draft of a communications
resource document for potential use by the commission that included communication plan ideas
identified by the commission, brief explanation of how content is reviewed, a list of potential
community partners, a list of potential sustainability topics to develop education campaigns on, and a
calendar of regular community events. Commission Leu offered to make a spreadsheet to help
coordinate planning for events and education. A copy of the drafted document is attached.
v. Develop Educational posts for social media: Commission members agreed to brainstorm at least one
one post idea for a sustainability topic and have it ready by the next Communications Task Force
meeting.
2. Identify Next steps
Commissioners expressed interest in projects to develop and noted follow up steps in the table below.
Projects/ Tasks Champion
1. Developing a Chat GPT / semantic search AI tool Dan – what it would be like
-research improved search
-How to improve search, and using Zapier (prototype Beau – prototype idea
with a live demo)
2. Cataloging Current Efforts and Contacts Robb – Develop excel of events
-also include resources Chair shares on the and sustainability topics
report, like Building Hub
3. Defining Annual Focus Areas and Actions All – come up with one
-tree canopy & pollinators campaign idea to educate the
-developing community partnerships community
4. Engaging a Younger Audience Farzan
-get in touch with schools
-Composting, pollinators, trees
5. Earth Summit re-envision Leslie – further detail vision of
event, including set up, planning
timeline, start drafting items to
budget for
Robb
It was determined the next Communications Task Force meeting would be held after the next regular
meeting, on December 9th, 2025 at 7:30 p.m.
E. Commissioner Announcements
None
F. Adjourn
A motion was made by Commissioner Porter to adjourn the meeting at 8:30p. The motion was seconded by
Commissioner Leu. The motion passed unanimously.
MOTION APPROVED.
The City of Elgin is subject to the requirements of the Americans with Disabilities Act (ADA)
of 1990. Individuals with disabilities who plan to attend this meeting and who require
certain accommodations in order to allow them to observe and/or participate in this
meeting, or who have questions regarding the accessibility of the meeting or the facilities,
are requested to contact ADA coordinator, at (847) 931-6076, or TTY/TDD (847) 931-5616
promptly to allow the City of Elgin to make reasonable accommodations.
Generative AI Overview
What’s Behind Generative AI?
● Text and images get converted into vector
embeddings - lists of numbers that capture
meaning
● Example:
○ “Recycling” → [0.12, -0.56, 0.04, ...]
○ “Composting” → [0.10, -0.47, 0.03, ...]
● Similar meanings → nearby vectors in this
space.
● We measure similarity with math
○ Closer angle → higher similarity score (e.g.,
0.95 = very similar).
● These numeric representations let AI “search
by meaning,” not by matching keywords.
Top left image source: https://opencv.org/blog/vector-embeddings/
Top right image source: https://en.wikipedia.org/wiki/Word_embedding#/media/File:Word_embedding_illustration.svg
Bottom image source: https://www.cs.cmu.edu/~dst/WordEmbeddingDemo/tutorial.html
From Search to Specialized Models
Layer Key Idea Example Use for Relative Complexity /
Sustainability Cost
Semantic Search Use embeddings to find relevant text
passages
Return active mobility plan documents
when user searches for “bike lanes”
Low
RAG (Retrieval Semantic search for relevant
passages → append these to the LLM
Summarizes key passages when user
asks “What does the Climate Action
Moderate
Augmented Generation) prompt to guide response Plan say about home water usage?”
Custom GPT Pre-trained model + tailored
instructions & attached document set
“CitySustainabilityGPT” referencing
official PDFs and preferred tone.
Moderate
Specialized Fine-Tuned Model weights adjusted for a narrow
topic or writing style (requires
Model fine-tuned to summarize
emissions reports accurately.
High
Model expensive re-training)
What is the Energy Use Like?
● The vast majority of the energy goes into
training large models, not each chat reply
○ Training takes 100s of MWh at least
● Large datacenters focus on training or
serving many users concurrently
● Hard to estimate per-request use – results
depend on model size, prompt length, and
hardware
○ OpenAI’s Sam Altman(2025): 0.34 Wh per
ChatGPT request1
○ Google estimate for Gemini (2025): 0.24
Wh per median prompt2
○ Univ. of Rhode Island study: 5 - 35 Wh per
ChatGPT request3,4
● A modern 9 W LED bulb would use 0.34
Wh in 2 - 3 minutes
Image source: https://arxiv.org/pdf/2505.09598v2
Bibliography
1. https://blog.samaltman.com/the-gentle-singularity
1. https://www.technologyreview.com/2025/08/21/1122288/google-gemini-ai-energy/
1. https://arxiv.org/pdf/2505.09598v2
1. https://app.powerbi.com/view?r=eyJrIjoiZjVmOTI0MmMtY2U2Mi00ZTE2LTk2MGYtY2ZjNDMzODZkMjlmIiwidCI6IjQyNmQyYTh
kLTljY2QtNDI1NS04OTNkLTA2ODZhMzJjMTY4ZCIsImMiOjF9
Sustainability
Communications Resources
DRAFT – Updated 11/10
CITY MANAGER’S OFFICE
PREPARED BY
SUSTAINABILITY MANAGER KRISTIN IFTNER
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INTENTIONALLY LEFT BLANK
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Table of Contents
Communication Plan Ideas ..................................................................................................................................................... 4
Content Review Process.......................................................................................................................................................... 5
Key Community Partners for Outreach................................................................................................................................... 5
Sustainability Topics to Promote (For Consideration) ............................................................................................................ 6
Calendar of Community Events .............................................................................................................................................. 8
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Communication Plan Ideas
Enhance the effectiveness and outreach of the City of Elgin Sustainability Commission by focusing on three key areas.
Each area is designed to streamline efforts, clarify objectives, and foster engagement.
1. Researching an improved search tool.
This will assist the community and interested parties in pulling information and activities specific to their
interests from our page.
2. Cataloging Current Efforts and Contacts
The first priority is to create a comprehensive, accessible database of ongoing sustainability initiatives and key
contacts. This catalog should include:
• Descriptions of current projects, initiatives, and programs
• Contact information for project leads, partner organizations, and community stakeholders
• Locations, timelines, and outcomes of initiatives
This database should be stored in a shared digital platform such as a cloud-based document or database system,
with permissions set for all team members. Regular updates and reviews are essential to maintain relevance,
ensuring that any commissioner can quickly access and utilize the information for collaboration, reporting, or
outreach activities.
3. Defining Annual Focus Areas and Actions
The second focus involves establishing clear, measurable objectives for each year. This includes:
• Identifying the key initiatives the commission has decided to focus on for the year
• Setting specific actions for each theme,
• Assigning responsibilities and timelines to ensure accountability
Regular review meetings should be scheduled to assess progress, adapt strategies, and celebrate milestones.
Clear documentation of these focus areas and actions will guide the commission’s efforts and facilitate
transparent communication with the public and stakeholders.
4. Engaging a Younger Audience
To foster long-term sustainability awareness, the commission should develop targeted engagement strategies
for school-aged children, their parents, high school students, and college students. This plan should include:
• Partnerships with local schools and colleges to integrate sustainability into student’s sightline and support
sustainability in curricula and extracurricular activities where invited.
• Interactive events such as competitions and workshops tailored to different age groups
• Utilization of social media platforms popular among these demographics, including Instagram, TikTok, and
Snapchat
• Demographic insights: The City of Elgin has a diverse population with approximately 30% under 18, and a
significant number of college students attending Elgin Community College, Judson University and other
institutions. These groups are highly active online and value experiential learning and community
involvement.
By aligning messaging with their interests and communication preferences, the commission can effectively raise
awareness and inspire action among younger residents, ensuring sustainability efforts are inclusive and forward-
looking.
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Content Review Process
1. Initial Draft by Sustainability Commission member and review by commission
2. Internal Review by City Sustainability Staff and Communications Department Staff
3. Staff either approve or provide feedback for revision
4. Post-Review to assess impact
Key Community Partners for Outreach
To be gathered
African American Coalition of Kane County
Alignment Collaborative for Education
Chamber of Commerce
Downtown Neighborhood Association
Centro de Informacion
Conservation Foundation
Cook County
Eastside Neighborhood Community Garden
Elgin Area Climate Action Now
Elgin Community Bikes
Elgin Community College
Elgin Cooperative Ministry
Elgin Green Groups
Elgin High School
Elgin Hispanic Network
Elgin History Museum
Elgin Public Museum
Elgin Sustainability Commission
Epic Real Estate Group
Food for Greater Elgin
Forest Preserve District of Kane County
Friends of the Fox
Gail Borden Public Library
Gifford Park Neighborhood Association
Habitat for Humanity of Northern Fox Valley
Hawthorne Hill Nature Center
Illinois Extension
- Local Food Systems Small Farms
Judson University
Kane County
Lao Buddhist Temple of Elgin
Larkin High School
League of Women Voters
LRS
Metro
North East Neighborhood Association
NENA Butterfly Garden
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Pace
Riverlife Elgin
Padres Con Poder
PADS of Elgin
Shared Harvest Food Cooperative
Southwest Area Neighborhood
Strongtowns
Tyler Creek Watershed Coalition
U-46
Wild Ones
Youth Empowerment Program
Youth Leadership Academy
YWCA Elgin
Sustainability Topics to Promote (For Consideration)
The following table can be used as a resource to plan information to communicate with internal and external customers.
Not all annual/routine topics may need to be touched on each year, but rather depend on what seems relevant.
Time of Year
Category Topics Spring Summer Fall Winter
ESC Meet the Commission
ESC Sustainable Elgin Community Grant & Recognize Participants
ESC Zero Emissions Yard Equipment Rebate
Education Adopt-A-Garden
Education Benefits of Trees
Education Benefits of Trees - Parkway Tree Program – Offerings & why we
chose them
Education Benefits of Native Plants
Education Community Solar
Education Backyard Beekeeping and Chickens
Education Be Salt Smart
Education Bicyclist and Pedestrian – Safe Commuting, IL Bike Safety Quiz
Education Bicyclist and Pedestrian – Promote local trails and riding events
to encourage people to get out
Education Energy Efficiency at Home - Benefits of completing an energy
audit
Education EV education
Education Heat Islands
Education Local Programs to Support Energy Efficiency at Home
Education Plastics Problem
Education Rain Barrel and Compost Bin
Education Simple Recycling (Clothing, Shoes, Textiles)
Education Waste, Recycling & Organics
Education Water Conservation - How Local System Works, What you can
do at home to be efficient
Education Water - Stormwater System, Runoff
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Time of Year
Category Topics Spring Summer Fall Winter
Holidays National Battery Day (Holiday February 18th)
Holidays Valentines Day – Green Tip (Holiday)
Holidays March – Fix-a-Leak Week
Holidays March – Groundwater Awareness Week
Holidays Earth Month – Save the Date for Local Events
Holidays Happy Earth Day!
Holidays Arbor Day
Holidays International Compost Awareness Week (May 4th – 10th , 2026)
Holidays May is Bike Month!
Holidays May - Drinking Water Week
Holidays International Compost Awareness Week (May 4th – 10th, 2026)
Holidays Bike/Walk to School/Work Day
Holidays National Pollinator Week (3rd week in June)
Holidays Smart Irrigation Month
Holidays World Water Week (Usually held late August)
Holidays Sept- National Coffee Day
Holidays Halloween/Sustainability Green Tip
Holidays America Recycles Day (Mid November)
Holidays Christmas Tree Recycling, Styrofoam Recycling
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Calendar of Community Events
The following table can be used as a resource to plan information to communicate with internal and
external customers.
Month Community Event
Monthly Senior Showcase with Cherie Aschenbrenner
January MLK Jr Day Celebration (Day of Service, ECC has a Prayer Breakfast)
February Black History Month
February Daddy Daughter Dance (at the Heritage Ballroom at the Center)
March 311 Day
April Arbor Day
April Earth Day/ Earth Month Events
April Elgin Earth Summit
April Open Elgin
April VolunteerPalooza 2024 Hosted by the Gail Borden Library
May Elgin High School Teacher Institute Day
May Move with the Mayor
May Public Works Week – Elgin Rodeo and Open House
May Rain Barrel and Compost Sale
Jun Elgin Pride - Pride Parade
Jun Fish for Fun (Izaak Walton Youth League) at Rolling Knolls - Forest Preserve
Jun Juneteenth at Festival Park
Jun Skate Jam! At Festival Park
Jun Bike Walk Move Week (Hosted by Gail Borden Library Rakow Branch)
Jun/Jul/Aug Summer Concerts in the Park – Wing Park
Jun/Jul/Aug Movies in the Park - Hemmens
Jun/Jul/Aug/Sep/Oct Downtown Elgin Farmers Market
Jul Fourth of July – Parade & Celebration
Jul Summer Fun at St. Francis Park (EPD)
Jul Summer Trash Drop Off Event
Jul Elgin Community College Project Backpack
Aug Back to School Haircuts
Aug End of Summer Bash at Festival Park
Aug National Night Out
Sep Elgin Fringe Festival
Sep Elgin Short Film Festival (Hemmens)
Sep Hispanic Heritage Month: La Fiesta
Sep Historic Elgin House Tour
Sep Mes de la Herencia Hispana
Oct Nightmare on Chicago Street
Oct Elgin Police Halloween Extravaganza
Oct Elgin Community College Volunteer Fair
Month Community Event
Nov Holly Days Sponsorship Opportunity (Downtown Elgin Association)
Nov Holiday Cheers (Downtown Elgin Association)
Dec Elgin City Tree Lighting
Dec State of the City Address
Dec Winter Open House
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