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Page 1 of 2 <br />Information Technology “Study Session Staff Report”, 5/27/2025 <br />KITTITAS COUNTY <br />BOARD OF COUNTY COMMISSIONERS <br />STAFF REPORT FOR <br />STUDY SESSION <br /> <br />Information Technology <br /> <br />STUDY SESSION DATE: 5/27/25 <br /> <br />TOPIC: Discussion of the IT Server Room HVAC System <br /> <br />ACTION REQUESTED: No Action - Information Only <br /> <br />LEAD STAFF: Bill Davis <br /> <br />RECOMMENDATION: <br />No recommendation at this time. <br /> <br />BRIEFING SUMMARY: <br />There have been multiple events in the IT department’s datacenter over the last month. <br />The HVAC system failed to provide cooling in the datacenter which resulted in the <br />temperature rising to very high temperatures. An HVAC specialist evaluated the unit and <br />concluded that it’s an old model that is nearing its end of useful life and would need to be <br />replaced soon. IT and MA are currently discussing rotation plans for the fiscal year of <br />2027. <br /> <br />DISCUSSION: <br />The HVAC’s malfunction caused a buildup of heat in the datacenter that caused <br />temperatures to exceed 90 degrees. This triggered the room sensor that alerted MA and <br />IT who promptly responded and mitigated the heat as much as possible and monitored the <br />room over the following weekend. Spending extensive time on-site. The damage the heat <br />could have caused to the server equipment would have been catastrophic resulting in the <br />loss of unknown amounts of County data and huge expenses. There have been multiple <br />HVAC related events in the past year, causing a lot of concern for MA and IT. <br /> <br />An HVAC specialist was brought on-site to repair and evaluate the system’s health who <br />informed staff that the typical life span of this type of unit is on average 10 – 15 years <br />while also noting that the type of coolant it uses is no longer legal to purchase. The IT’s <br />HVAC system is on its 13th year making IT and MA aware of its EOL. IT is actively <br />working with MA to figure out replacement options. <br /> <br />The specialist mentioned a few causes that lead to the HVAC’s malfunction: the <br />thermostat failed, configuration issues with the redundancy HVAC system, and high- <br />pressure issues forcing the system to shut down which is an auto response in the system <br />to avoid severe damage. <br /> <br />