Council reviews proposed five‑year Trane maintenance agreement for animal shelter after HVAC issues

City staff sought council guidance on a five‑year maintenance agreement with Trane for the East Ridge Animal Shelter’s HVAC system, which the city installed recently and for which a one‑year warranty will end in October.

Qualls described the proposed multi‑year agreement as preventive maintenance and repair coverage intended to minimize unplanned downtime and avoid unexpected expenses. Staff said the system is complex with multiple zones controlling dog and cat areas and that the maintenance plan is intended to preserve proper airflow and temperature control; parts and repair work beyond routine preventive maintenance would be charged additionally.

Councilmembers expressed concern that past issues — zone balancing and rooms not cooling properly — had been reported and asked whether those problems had been resolved before locking into a five‑year maintenance contract. One councilmember said the city needs the system to be ‘‘spot on’’ before entering a long‑term service agreement. Staff acknowledged the recent service history and agreed to provide a detailed maintenance schedule (frequency of visits and scope of preventive tasks) and to confirm that current HVAC performance issues are resolved prior to signing a multi‑year agreement.

Why this matters: proper HVAC operation is critical for animal welfare at the shelter; the maintenance contract would obligate the city to recurring service costs and should follow confirmation the system is functioning as designed.

Ending: Staff will provide a detailed preventive maintenance schedule, clarify visit frequency and confirm resolution of existing HVAC zone problems before the council considers awarding a five‑year maintenance contract.