City of Elgin Committee of the Whole met Jan. 14
Here are the minutes provided by the committee:
The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Present: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell (6:09 p.m.), Steffen, Thoren, and Mayor Kaptain. Absent: None.
Approval of Minutes
Councilmember Martinez made a motion, seconded by Councilmember Good, to approve the minutes of the December 17, 2025 regular meeting. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Public Comment
Josh Brockway commented on the city’s forum on immigration enforcement that was held on January 7, 2026.
Peter Bazos, attorney for the project at 890 Galt Boulevard, commented on the changes to the scope of the project.
Chuck Hanlon, member of the development team for 890 Galt Boulevard, commented on the decrease in scale.
Kimball Street Traffic Signal Interconnect Project—Phase III Engineering Services Agreement with Hampton, Lenzini and Renwick, Inc.
A resolution was presented at the Council meeting to approve an agreement with Hampton, Lenzini and Renwick, Inc. in the amount of $49,891 to provide field inspection, design interpretation, contract administration documentation and general coordination, and control of the day-to-day construction activities for the Kimball Street Traffic Signal Interconnect project.
Box, Inc. Cloud-Based Data Storage and Business Productivity Platform—Software Subscription Agreement
Chief Technology Officer, Aaron Cosentino, provided a presentation regarding the use of artificial intelligence (AI). He outlined the background of how AI is currently used, and the results of an employee survey. Mr. Cosentino outlined how the BOX product is currently used and the advantages of utilizing the new offerings available with the renewal of the agreement.
He described how the interaction with the BOX AI would be stored, and the benefits of the workflow agents. There was discussion regarding the costs, the status of the city’s AI policy and what training would be required.
Councilmember Dixon made a motion, seconded by Councilmember Alfaro, to approve the renewal with Box, Inc. for a three-year agreement in the amount of $1,224,160 to maintain a cloud-based and artificial intelligence focused business productivity platform including data storage and document management that integrates with existing city technologies. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
National Street Bridge Rehabilitation Project—Design Engineering Services Agreement with HR Green, Inc.
Councilmember Martinez made a motion, seconded by Councilmember Steffen, to approve an agreement with HR Green, Inc. in the amount of $179,974 to complete the National Street Bridge Rehabilitation Project by providing engineering design services necessary to prepare the plans, specifications and estimates required for construction project. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Honorary Street Name Designation for Pastor Jose Luis Hidalgo—East Highland Avenue between Center Street and North Geneva Street
Councilmember Steffen made a motion, seconded by Councilmember Dixon, to designate East Highland Avenue, between Center Street and North Geneva Street, as an honorary street for Pastor Jose Luis Hidalgo, who served as a Pastor at Iglesia Carismatica Puerta de Sion for nearly 40 years. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Adjourn to City Council
Councilmember Martinez made a motion, seconded by Councilmember Ortiz, to adjourn to the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren and Mayor Kaptain. Nays: None.
Reconvene the Committee of the Whole Discussion
Councilmember Good made a motion, seconded by Councilmember Martinez, to reconvene the Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren and Mayor Kaptain. Nays: None
Site Remediation Program Services for City-Owned Property at 96-122 South Grove Avenue – Change Order No. 1
Councilmember Steffen made a motion, seconded by Councilmember Alfaro, to approve Change
Order No. 1 with Ramboll Americas Engineering Solutions, Inc., in the amount of $12,831 to perform additional environmental services under the Illinois Site Remediation Program for the city-owned property at 96-122 South Grove Avenue to advance the site toward attainment of a “No Further Remediation” letter. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Bulk Road Salt for 2025-26 Winter Season – Purchase Agreement with Morton Salt, Inc. and Compass Minerals America, Inc.
Councilmember Powell made a motion, seconded by Councilmember Steffen, to award the issuance of purchase orders to Morton Salt, Inc. and Compass Minerals America, Inc. in a total amount not to exceed $574,914 towards the procurement of bulk road salt for the 2025-2026 winter season for snow and ice removal operations. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Bulk Road Salt for the 2026-27 Winter Season—Purchase Commitment with the State of Illinois Department of Central Management Services
Councilmember Powell made a motion, seconded by Councilmember Steffen, to authorize the city to commit to purchasing bulk road salt through the State of Illinois’ 2026-27 joint bidding and purchasing process. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Fire Department Administrative Vehicle Purchase
Councilmember Good made a motion, seconded by Councilmember Steffen, to authorize the fire department to purchase a new administrative vehicle in an amount not to exceed $55,000 for a Ford Explorer for use by a chief officer in the fire department to ensure reliable emergency response. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
GrayKey Mobile Forensic Access Software – Purchase from Magnet Forensics, LLC
Councilmember Martinez made a motion, seconded by Councilmember Steffen, to authorize the purchase of GrayKey Mobile Forensic Access Software from Magnet Forensics, LLC in the amount of $37,370 to continue using mobile forensic access software to extract encrypted or inaccessible data from mobile devices. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Ortiz, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Discussion on Comments and Information Conveyed During the Community Forum on Immigration Enforcement (Councilmembers Alfaro and Steffen)
Councilmembers Alfaro and Steffen lead the discussion to move forward and create actionable items based on the comments and information conveyed during the city’s community forum on immigration enforcement that was held last Wednesday. Ideas discussed included: joining the state’s lawsuit against the federal government, creating a medical station for protestors, and weekly reports on ICE activity.
There were comments on the Police Department’s transparency page adding information relating to immigration including state resources, law enforcement insignias, and police enforcement laws and policies.
Kane County States Attorney, Jamie Mosser, provided updates on the Trust Act and outlined the process to have the changes to the act take place. She noted that given the current litigation involving the Trust Act it would likely prohibit changes to the act in the near future. She stated that while it is not illegal for the local police department to show up during ICE enforcement it is problematic with one of the potential consequences being the local officers being arrested for obstruction of the federal operation.
A group composed of Councilmembers Alfaro and Powell, and Chief Lalley will review the ideas and provide further details for discussion at an upcoming meeting.
Announcements from Council
Councilmember Thoren commented on the Mayor’s State of the City address. He also noted the passing of George Rawlison. He also urged everyone to be mindful of their health in light of the current health issue he is facing.
Councilmember Ortiz announced the cancellation of executive session. He also wished Councilmember Thoren well.
Councilmember Powell announced all the events for the MLK weekend. She also extended her prayers to Councilmember Thoren.
Councilmember Alfaro extended thanks to all mental health providers and the grassroots patrols assisting those dealing with immigration enforcement. She also extended her prayers to Councilmember Thoren.
Councilmember Martinez extended her prayers to Councilmember Thoren, and expressed her condolences to George Rawlinson’s family. She also thanked the Public Works team for snow removal efforts.
Announcements from Staff
Rick Kozal, City Manager, announced upcoming city events.
Adjournment
Councilmember Good made a motion, seconded by Councilmember Dixon, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Alfaro, Dixon, Good, Martinez, Powell, Steffen, Thoren, and Mayor Kaptain. Nays: Councilmember Ortiz.
The meeting adjourned at 11:41 p.m.
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