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Committee approves budget request to replace one Archives HVAC unit now; further work deferred to budget
Summary
Facing multiple aging rooftop HVAC units, the committee authorized sending a budget request to replace one failed unit at the Archives Building immediately and deferred larger replacement decisions to the budget process.
Sumner County commissioners voted to send a budget request and proceed with replacing one failed HVAC unit at the Archives Building rather than approve a larger, multi-unit replacement at this meeting.
Staff described an issue with a geothermal unit and said some rooftop units have been converted; one unit has already been replaced this fiscal year and a second unit is now failing. County project staff and the finance director told commissioners that replacing three more units in the same fiscal year could trigger a project-level procurement and electrical upgrades that would require engineering input and a higher level of budget review.
Why it matters: The Archives Building serves county operations; commissioners said they wanted to ensure continued building function but were concerned about the higher cost and procurement thresholds triggered by replacing multiple units at once.
Action: Committee members approved moving a request to the budget committee to fund replacement of one HVAC unit immediately. Staff said that if a third unit fails before fiscal year-end, the county would need an engineering scope and possibly an amended budget to address electrical upgrades. Commissioners asked for maintenance records and bids for comparative pricing before any larger replacement is authorized.
Next steps: The request for one-unit replacement will go to the budget committee. Staff will collect maintenance history, pricing and bid comparisons and return to the General Operations Committee and budget as needed.
