Sustainability Commission Agenda &

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 1 INTENTIONALLY LEFT BLANK 2 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 3 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. 4 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 5  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    6  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  7  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 9