05-3: Landscaping Equipment Electrification Program Guide — original pdf

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Austin Parks and Recreation Landscaping Equipment Electrification Program Guide This guide provides a structured approach for Austin Parks and Recreation (APR) to transition landscaping operations to electric and low-emission equipment. It is designed to be consistent, flexible, and inclusive of staff perspectives to ensure equitable adoption and long-term success as equipment is transitioned across 383 parks and cemeteries and 20,000+ acres. Equipment electrification complements APR’s existing Sustainable SITES Initiative. While presented linearly, steps may overlap depending on team capacity and property needs. October 2025 Step 1. Establish a Landscaping Equipment Electrification Team Step 1a: Designate a Landscaping Equipment Electrification Program Manager (“Program Manager”) to oversee program planning and implementation in support of the larger Sustainable SITES Initiative to increase environmental and human health across APR’s properties. This role aligns with APR’s commitment to providing green career pathways and is recommended as an Environmental Program Coordinator or equivalent position. Step 1b. Create a diverse, multifunctional Landscaping Equipment Electrification Team (“Electrification Team”) to provide recommendations and ongoing feedback to the Program Manager on program design and delivery. The team should include a diverse mix of employees representing at least the following functions: • Architectural Development • Grounds Management • Cemeteries • Construction Management • Horticulture • Mowing • Equipment & Services Procurement • Parks Safety • Equipment Maintenance • Urban Forestry • Golf • Wildlands Management Step 1c. Enhance shared knowledge of electric landscaping equipment. The Program Manager will create opportunities for the Electrification Team to: • Learn about the functionality and benefits of electric landscaping equipment • Discuss reservations about and support for electric equipment • Learn from and with staff and external partners experienced in using electric landscaping equipment and other sustainable landscaping practices 1 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Step 1d. Establish department-wide measurable goals aligned with City initiatives. In consultation with the Electrification Team, the Program Manager will select program goals to which each team can contribute in their own way and on a timeline that works for them. Example goals and metrics include: Goal: Deploy electric landscaping equipment at 20% of APR properties by 2027, 50% of APR properties by 2030, and 100% of APR properties by 2040. - Alignment: supports implementation of City Council Resolution No. 20240229-058 - Evaluation metrics: • % of properties maintained with electric landscaping equipment • No. of acres maintained with electric landscaping equipment Goal: Reduce emissions from landscaping equipment department-wide by 50% by 2030. - Alignment: supports implementation of the Austin Climate Equity Plan and Regional Air Quality Plan - Evaluation metric(s): 1 • % reduction in CO2 emissions • % reduction in NOx emissions • % reduction in PM2.5 emissions - Implementation considerations: • Prioritizeearly implementation at properties with higher pollution levels as measured by the Be Air Smart Purple Air monitoring network and properties near schools and neighborhoods. 1 Established methods are available for estimating changes in CO2 , NOx , and PM2.5 , and these pollutants are the primary focus of the Austin Climate Equity Plan and Regional Air Quality Plan that apply to internal combustion landscaping equipment. However, changes in emissions of other pollutants can be assessed as desired. 2 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Goal: Annually achieve zero workplace injuries among teams using electric equipment. - Alignment: eCOMBS workplace safety performance measures2 - Evaluation metric(s): • Number of reported employee workplace injuries for applicable teams • Lost time injury rate for applicable teams Goal: Annually increase employee satisfaction among teams using electric equipment by 25%. - Alignment: eCOMBS employee turnover; a new performance measure could be integrated into the Listening to the Workforce survey if it is used in the future3 - Evaluation metric(s): • Employee turnover rate for applicable teams • % increase in reported employee satisfaction for applicable teams Step 1e. Identify a pilot program timeline for gradually scaling equipment electrification and sustainable landscaping practices across APR teams and potentially other City departments. A department-wide electrification timeline should be established to meet the program goals specified in Step 1d. However, teams may pursue separate timelines aligned with their scope of landscaping and grounds maintenance services, available budget, etc. 2 eCOMBS performance measures are currently tracked at the department level. Team-specific reporting is recommended to evaluate any differences in metrics for teams with varying levels of electric equipment use. 3 The Listening to the Workforce Survey isn’t currently administered. Past survey results and eCOMBS data have been reported at the department level. Re-introducing an employee survey tool and/or reporting eCOMBS performance measures at the team level can help assess the impact of varying levels of electric equipment use on employee satisfaction. 3 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Step 2. Identify Electric Equipment Options Step 2a. Catalog existing landscaping equipment. The Program Manager will coordinate with each Maintenance Crew Lead to gather the following information: • Equipment make and model • Equipment type (e.g., pole saw, walk-behind mower, string trimmer) • Fuel type (e.g., gasoline, propane, battery electric) • Intended application (e.g., sports field mowing, trail maintenance, nature play construction) • Storage location (name and address or coordinates) • Estimated annual runtime Step 2b. Catalog APR-managed properties. The Program Manager will coordinate with the Asset Management Team and each Maintenance Crew Lead to compile the following information: • Property name • Property address or coordinates • Property acreage • Landscaping services performed at each property Step 2c. Identify electric replacement options. The Program Manager will use the results of Steps 2a and 2b to create a matrix of commercial-grade electric equipment options that can replace existing internal combustion engine (ICE) equipment and meet the duty requirements to service APR’s property inventory. Each suggested electric replacement option should include: • Equipment make and model • Price Estimate • Recommended charging equipment and power capacity needs • Assessment from the Safety Team of any new or unique hazards from use of the replacement electric equipment 4 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Potential sources of electric equipment information include: • American Green Zone Alliance third-party certified equipment list • Local equipment distributors and retailers such as: - Austin Outdoor Power Equipment - Hill Country Outdoor Power - Horizon Distributors - McCoy’s Lawn Equipment Center - Travis Tractor and Lawn Equipment • Cooperative purchasing agreements with access to electric equipment • City of Austin Commercial Landscaping Equipment Electrification Market Study Appendix A provides a sample equipment and property inventory tracking spreadsheet. Step 3. Test Equipment Options The Program Manager will coordinate with equipment manufacturers and distributors to schedule equipment demonstrations and field testing of equipment identified in Step 2c. Equipment operators should have the opportunity to try out equipment for several days to a couple of weeks to get a good feel for equipment performance, ergonomics, battery life, and charging requirements. Step 4. Assess Charging Infrastructure Readiness Step 4a. Assess Facility Modification Needs. The Program Manager will coordinate with the Parks Safety and Architectural Development teams to assess facility modifications needed to accommodate charging infrastructure and equipment storage. 5 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Items to consider include: • Are power capacity upgrades needed at anticipated charging locations? • Are additional outlets, wiring, and/or trenching needed? • How will safe temperatures be maintained to maximize battery life and comply with building and OSHA fire safety codes? • How will accidental fire and/or chemical exposure be addressed? • How will theft and vandalism be minimized? • Are there charging infrastructure options, especially mobile/portable options, that can accommodate electric vehicle and electric landscaping equipment charging to share costs? • Are there opportunities to power charging equipment with onsite renewable energy sources? (Note: All APR electric accounts are subscribed to Austin Energy’s GreenChoice® program to support Texas wind generation.) Step 4b. Budget for Required Facility Modifications and Charging Infrastructure. The Program Manager will prepare facility-specific budgets to establish safe, secure, and efficient storage and charging areas. Step 5. Select & Procure Equipment Step 5a. Evaluate lifecycle costs on an annual and expected product lifetime basis for ICE and electric options. The Program Manager will perform a lifecycle cost analysis based on the following costs (where available): 6 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Electric Equipment ICE Equipment • Cost of the electric tool plus batteries • Cost of the ICE tool • Proportionate cost of the charging • Proportionate cost of the fueling equipment infrastructure • Proportionate cost to make any electrical or other facility upgrades for charging • Proportionate cost to make any facility upgrades for fueling infrastructure • Operating cost of the electricity used to • Operating cost of the fuel used by the ICE charge the batteries tool • Labor cost required to service the same • Labor cost required to service the same number of acres/properties per shift using the electric tool number of acres/properties per shift using the ICE tool • Parts and labor cost required to maintain and repair the electric tool and its charging infrastructure • Parts and labor cost required to maintain and repair the ICE tool and its fueling infrastructure Step 5b. Select the equipment that balances price, performance, and non-monetized benefits like safety, ergonomics, and pollution reduction. The Program Manager will coordinate with each team to make equipment selections in line with their goals, implementation timeline, and available budget. Items to consider include: • Electric equipment that results in lifecycle cost savings should be prioritized. • Battery charging systems are proprietary to each manufacturer and in some cases each product line. Therefore, product selection should be limited to one or two brands to maximize charging infrastructure compatibility. Step 5c. Establish a multi-year landscaping equipment electrification budget with itemized costs for equipment and infrastructure upgrades. The Program Manager will oversee the budget. 7 Austin Parks and Recreation Landscaping Equipment Electrification Program GuideStep 6. Set Up Equipment Charging & Storage Step 6a. Assess expected charging patterns based on the duty requirements identified in Steps 2a and 2b. Less frequently or heavily used equipment can likely be served by overnight slow-charging set-ups in dedicated storage areas, while more frequently and heavily used equipment will require fast-charging options in the field. Step 6b. Review charging and storage plans. The Program Manager will coordinate with the Parks Safety and Architectural Development teams to review and approve equipment charging and storage plans. Step 6c. Set up storage areas with slow-charging infrastructure. The Program Manager will coordinate with each team to implement approved plans for slow charging set-ups. Items to consider include: • How to maintain safe operating temperatures during charging and storage (e.g., battery storage cabinets/boxes) • Security features to minimize theft and vandalism (e.g., secure storage cages/cabinets) • Safety features (e.g., eye wash stations) in the event of fire and/or chemical exposure Step 6d. Set up field charging infrastructure. The Program Manager will coordinate with each team to implement approved plans for field charging set-ups. Potential options include: • Chargers at electrical outlets near typical lunch or break spots. • Inverter retrofit kits that allow electric tools to be charged off a vehicle’s onboard battery. Caution should be used with this strategy to avoid running down the vehicle battery and to minimize air pollution from idling the vehicle engine. • Trailers or box trucks retrofitted with chargers powered by solar panels and/or battery systems. Solar and battery power set-ups can be supplemented with back-up portable diesel or gas generators for additional charging capability, though caution should be used to minimize emissions from generators. Insulation (for enclosed box trucks), ventilation, and potentially cooling should be considered to maintain safe operating temperatures while charging. 8 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Step 7. Provide Training & Implement the Pilot Program Step 7a. Schedule operations and maintenance training opportunities. The Program Manager will coordinate with the selected equipment vendor(s) and staff to customize training. Items to consider include: • Offering training upon pilot program launch and ongoing as needed to address issues and onboard new equipment users. • Prioritize on-site training opportunities to minimize travel expenses and increase accessibility. • Education and training topics could include: - Benefits and limitations of electric equipment - Operations and maintenance of electric equipment - Ergonomic adjustments to maximize comfort and safety while using electric equipment - Charging tips and tricks including topics like determining the right number of back-up batteries, field charging set-ups, battery and charger safe handling and storage - Adapting workflows to enhance productivity while equipment is charging Step 7b. Review and revise, if necessary, pilot program goals and timeline. The Program Manager will coordinate with teams that will be early pilot implementers to review the goals developed in Step 1d and timeline from Step 1e for any updates based on equipment selection, infrastructure set up, and training before initiating the pilot. Step 7c. Implement pilot program. The pilot program should last at least six months to experience a range of operating conditions. 9 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide Step 8. Evaluate and Scale Program Step 8a. Evaluate pilot program performance against established goals. Items to evaluate include: • Operator satisfaction and feedback • Equipment performance and maintenance needs • Charging system effectiveness and safety • Workflow adjustments • Additional training opportunities • Actual versus estimated operating conditions • Actual versus estimated costs • Actual versus estimated pollution reduction The Program Manager will provide opportunities for staff to offer feedback anonymously, for example, through surveys and comment boxes. Electrification Team meetings can also provide a forum to troubleshoot issues and shift approach as needed. Step 8b. Scale the program based on pilot program lessons learned. Once the pilot programs goals have been achieved and lessons learned incorporated, the Program Manager will coordinate with additional teams to expand the program across APR. Step 8c. Document and share lessons learned to support continued electrification and sustainable landscaping practices. The Program Manager will annually report to APR leadership on program implementation successes and barriers. To support communitywide landscaping equipment electrification, the Program Manager will seek opportunities to promote the program, for example, through: • Multi-lingual signage communicating locations being successfully maintained with electric equipment and other sustainable landscaping practices. • Hands-on equipment demonstrations with public and private landscaping and grounds maintenance crews. 10 Austin Parks and Recreation Landscaping Equipment Electrification Program Guide