That 2AM Memorial Day call to your refrigeration guy will cost thousands more than the spring tune-up you skipped. Is your cooling system a ticking bomb?
EXECUTIVE SUMMARY: Dairy producers who implement regular maintenance schedules for cooling equipment can slash emergency service calls by a staggering 80%, potentially saving thousands in emergency repair costs and prevented milk losses. As we approach the critical summer months, now is the optimal time to schedule comprehensive tune-ups that include cleaning condenser coils, inspecting heat reclaim operation, and checking refrigerant levels. Utility incentive programs across the nation offer significant rebates that can reduce maintenance costs to $40-60 per compressor, making preventative maintenance financially viable even when milk prices are tight. The most successful operations follow a twice-yearly maintenance schedule—spring before summer heat arrives and fall before winter challenges—transforming tune-ups from an optional expense into an essential business practice that delivers peace of mind and protects profitability.
KEY TAKEAWAYS:
- Financial Impact: The difference between a $40-60 scheduled tune-up and a $300-500/hour emergency repair plus thousands in lost milk makes preventative maintenance a clear financial winner.
- Maintenance Calendar: Implement a twice-yearly schedule with comprehensive tune-ups in early spring (March-April) before cooling systems face summer demands and fall (October-November) before winter.
- Incentive Programs: Contact your local utility company about energy efficiency programs that provide substantial rebates for refrigeration maintenance, effectively paying you to avoid emergencies.
- Early Detection: Regular maintenance catches small issues (like leaking heat reclaimers or failing capacitors) before they become system failures during peak production periods.
- Bottom Line: Operations following proper maintenance protocols experience 80% fewer emergency calls, extended equipment life, improved energy efficiency, and dramatically reduced stress during critical production periods.
It’s 2 AM on Memorial Day weekend. The temperature’s pushing 95 degrees, your bulk tank compressor just died, and guess what? You’re about to kiss thousands of dollars worth of milk goodbye while your refrigeration guy charges triple overtime to fix what a spring tune-up would have prevented. This isn’t hypothetical – it’s the reality facing dairy producers who gamble with maintenance every season. As Kevin Weiler, energy adviser for Focus on Energy, bluntly puts it: “That first hot week of the year, Memorial Day weekend, and you have to make a service call. Maybe it’s the refrigeration guy, and it’s 2 in the morning.” This summer, the difference between profit and disaster isn’t your milk price – it’s whether you’re smart enough to service your equipment before it fails.
“That first hot week of the year, Memorial Day weekend, and you have to make a service call. Maybe it’s the refrigeration guy, and it’s 2 in the morning.” — Kevin Weiler, Focus on Energy.
THE REAL COST OF CUTTING CORNERS
When dairy producers try to squeeze another season out of neglected equipment, they’re not saving money – they’re writing a blank check for emergency repairs. According to industry experts at the 2025 Dairy Strong conference, operations implementing regular tune-up schedules have slashed emergency service calls by 80%. Think about that – four out of five emergency repairs eliminated.
“That means you folks are calling your dairy equipment guys 80 percent less for emergency service repairs,” Roltgen emphasized at the conference. “So, it’s good for your equipment, but it’s also significantly cutting down on costs, downtime, equipment upgrades, and things like that, all because you are maintaining the equipment you already have.”
Weiler agrees about the far-reaching benefits: “There’s long-term cost savings. You get an efficient system and avoid interruptions during peak production times. Regular tune-ups are a simple, proactive step toward cost-effective and sustainable dairy farming.”
“Imagine you’re a dairy farmer, and it’s the year’s busiest day. Your cooling system is stocked with fresh milk ready for pickup. Then, without warning, your commercial refrigeration system fails. Within hours, your milk is at risk, and so is your reputation,” warns Gateway Mechanical Services, highlighting the critical role of routine maintenance in commercial refrigeration systems.
WHAT YOUR EQUIPMENT IS BEGGING FOR (BUT YOU’RE IGNORING)
Every piece of dairy equipment, from your milk cooling system to your vacuum pumps, has specific maintenance requirements that are shockingly easy to implement but catastrophic when ignored.
Maintenance is absurdly straightforward for milk cooling systems – likely your operation’s most expensive energy consumer if you’re using natural ventilation. Joel Roltgen makes this priority clear: “Ventilation tends to be the highest one, but if you are doing natural ventilation, then milk cooling is very likely far and away the most expensive portion of your enterprise. So, you want to be taking care of that.”
“Ventilation tends to be the highest, but if you are doing natural ventilation, then milk cooling is very likely far and away the most expensive portion of your enterprise. So, you want to be taking care of that.” — Joel Roltgen, Energy Adviser.
For dairy producers, a critical concern is cooling milk from 100°F to 40°F within 30 minutes to prevent the development of harmful bacteria. A reliable cooling solution must withstand harsh ambient conditions, including dirt, dust, and corrosive air.
Nine Essential Tune-Up Steps Your Dealer Should Be Performing
According to Focus on Energy’s guidelines, a proper refrigeration tune-up includes:
- Cleaning and inspecting condenser coils
- Cleaning and inspecting evaporator coils
- Cleaning drain pan
- Cleaning and inspecting fans
- Cleaning or replacing screens, grills, filters, and drier cores
- Inspecting and adjusting heat reclaim operation
- Tightening all line voltage connections
- Inspecting and replacing relays and capacitors as needed
- Adding or removing refrigerant charge
“We’ve had guys that do a tune-up, and they end up finding other repairs,” reports Roltgen. “Say your heat reclaimer has a leak and needs to be replaced. They’re likely able to do that within the next week. Capacitators are failing; they can catch that.”
Weiler drives home the economic benefit: “And, it’s probably going to save you a service call where you’d be paying the emergency rate. That’s peace of mind.”
Five Common Refrigeration Problems You Can Prevent
Compressors Unlimited identifies these common issues that proper maintenance can prevent:
- Undercharging the Milk Tank Can cause the compressor to run for extended periods, causing overheating and premature wear.
- Overcharging the Milk Tank: Occurs when refrigerant exceeds manufacturer limits or when air gets into the refrigerant line.
- Air Within Your Dairy Refrigeration System: This can cause compressors to run longer, overheat, and create high discharge pressures.
- Oil in the Refrigeration System may cause temperature drops, frost on suction lines, and extended compressor run times.
- Refrigerant Flooding: Often results from faulty expansion valves, potentially damaging the compressor.
“Your milk cooling tank is crucial to the milk production process. Any problem in your refrigeration system could force you to discard thousands of gallons of milk,” warns Compressors Unlimited.
SUCCESS STORY: HOW ONE WISCONSIN DAIRY STAYED AHEAD OF DISASTER
The presenters at Dairy Strong shared a success story of a central Wisconsin dairy farm milking 1,000 cows. Since 2017, the dairy operation has upgraded its milk cooling equipment, ventilation, and lighting using energy-efficient incentives. The dairy owners schedule tune-ups twice a year.
This proactive approach has delivered benefits beyond energy savings—significantly reduced service calls, extended equipment life, and smoother operations during peak production periods. This Wisconsin operation has improved operational costs by optimizing dairy refrigeration systems through regular maintenance while avoiding the crushing expense and stress of emergency repairs.
What’s especially telling is how routine these tune-ups have become. The farm managers don’t even think about them anymore—maintenance is simply built into their operational calendar as an essential business practice, not an optional expense to be cut when margins tighten.
“Buchanan & Hall employs some of the most experienced technicians in the industry today. Whether you’re looking for repairs or regular upkeep, we have you covered with prompt, reliable 24/HR service by those as passionate as they are precise,” notes one industry service provider who sees firsthand the difference between proactive and reactive dairy operations.
BY THE NUMBERS: THE MAINTENANCE ADVANTAGE
The financial case for preventative maintenance is overwhelming when you examine the complex numbers:
| Maintenance Approach | Financial Impact | Operational Impact |
| Regular preventative maintenance | $40-60 per compressor (after incentives) | 80% reduction in emergency service calls |
| Scheduled tune-ups | $479 annual energy savings (documented example) | Extended equipment lifespan |
| Neglected maintenance | $300-500+ per hour for emergency repairs | Production downtime, milk quality risks |
| Equipment failure | Thousands in lost product | Disruption during peak production times |
The Cold, Hard Financial Facts
Emergency Call Reduction: 80% fewer emergency service calls for operations on regular maintenance schedules
Annual Energy Savings: $479 documented from refrigeration tune-ups alone
Maintenance Incentive: $40 per compressor tuned-up through Focus on Energy (with a limit of one tune-up incentive per site per calendar year)
True Cost Comparison:
- Preventative Tune-Up: $40-60 per compressor (after incentives)
- Emergency Weekend Repair: $300-500+ per hour plus parts
- Lost Milk from Equipment Failure: Potentially thousands of dollars
“Regular maintenance prevents costly breakdowns, ensures consistent product quality and safety, minimizes production downtime, extends equipment lifespan, reduces contamination risk, helps comply with regulations, improves energy efficiency, reduces expensive emergency repairs, boosts operational efficiency, and improves staff safety,” according to dairy maintenance experts.
“That means you call your dairy equipment guys 80 percent less for emergency service repairs… it’s also significantly cutting down on costs, downtime, equipment upgrades, and things like that, all because you are maintaining the equipment you already have.” — Joel Roltgen
FROM REACTIVE TO PROACTIVE: BUILDING YOUR MAINTENANCE CALENDAR
Creating an effective maintenance strategy requires systematic planning. Industry experts recommend developing a customized maintenance calendar for your specific equipment, seasonal demands, and operational patterns.
| Equipment Component | Replacement/Maintenance Frequency | Impact on Operations |
| Milking liners | Per manufacturer recommendations | Milk quality, cow comfort |
| Milk hoses | Every 6 months | Sanitation, efficiency |
| Pulsation hoses/wash hoses | At least yearly | System performance |
| Rubber components | Check daily for smoothness | Prevent leaks, quality issues |
| Claw vents | Check regularly, clean when needed | System performance |
| Condenser fins | Clean before summer season | Energy efficiency, cooling performance |
Dairy industry professionals recommend these best practices for routine dairy maintenance management:
- Implement a preventive maintenance schedule for all critical equipment
- Track maintenance history and performance metrics
- Train staff on equipment operation and basic troubleshooting
- Keep detailed maintenance logs and equipment documentation
The Twice-Yearly Maintenance Sweet Spot
For most dairy operations, implementing at minimum an annual comprehensive tune-up of critical systems is essential, with many operations benefiting from bi-annual servicing:
- Early Spring (March-April): Complete system tune-ups before cooling systems face summer demands
- Fall (October-November): Second check before winter presents different operational challenges
As Joel Roltgen notes, successful maintenance programs become self-perpetuating: “Once people start doing these tune-ups, a lot of times they get on a regular cadence with their dealer, and the dealer starts doing them year after year without asking. Talk with your dealer, obviously, but the point is that tune-ups become such an integral part of the farm that it just becomes a basic routine, and it’s expected every year.”
PAYING FOR MAINTENANCE WHEN MILK PRICES ARE TIGHT
“But we can’t afford maintenance with current milk prices!” is the common refrain from producers operating on tight margins. This backward thinking ignores the catastrophic costs of emergency repairs.
Many producers overlook the utility incentive programs explicitly designed to offset maintenance costs. Kevin Weiler explained, “Utility companies across the nation must offer some energy savings program to provide funding back to their customers, allowing these tune-ups to be more cost-friendly. Companies work with organizations such as Focus on Energy for the incentives.”
Organizations like Focus on Energy work directly with equipment dealers to streamline the process: “We have streamlined the dairy refrigeration tune-up, so we are working with your dealers,” Weiler noted. “The dealers are passing along the credit to the customer. It saves dealers time, us time, and the farmer time.”
Focus on Energy recommends contacting a participating Dairy Refrigeration Tune-up Trade Ally directly to access these incentives. You can find a list of participating Trade Allies at focusonenergy.com/agribusiness or contact your local Energy Advisor for additional questions.
EQUIPMENT TUNE-UP CHECKLIST
✓ Schedule Your Spring Tune-Up: Contact your dealer now before the Memorial Day rush
✓ Ask About Incentives: Inquire about utility company discounts for refrigeration maintenance
✓ Verify Comprehensive Service: Ensure all nine maintenance points are covered in your tune-up
✓ Document Findings: Keep records of what was discovered and fixed during each tune-up
✓ Set Calendar Reminders: Schedule your next tune-up before leaving the current one
✓ Check Refrigerant Levels: Ensure proper charging following manufacturer specifications
✓ Inspect for Oil Issues: Look for signs of oil in the refrigeration system that could reduce efficiency
THE BOTTOM LINE: BE SMART OR BE SORRY
The stark choice facing dairy producers as we head into summer 2025 is simple: invest in scheduled maintenance now or pay exponentially more for emergency repairs later.
The compelling economics of preventative maintenance speak for themselves:
- 80% reduction in emergency service calls
- Extended equipment lifespan and improved efficiency
- Significant reduction in downtime and production losses
- Dramatic decrease in stress and crisis management
“Regular tune-ups are a simple, proactive step toward cost-effective and sustainable dairy farming.” — Kevin Weiler
As we enter the spring season, now is the time to contact your equipment dealer about comprehensive system tune-ups before summer demands stress your equipment. While at it, inquire about available utility incentive programs that can offset costs.
Kevin Weiler aptly stated, “Milk prices might be low next year, and these tune-ups are easy offerings to ensure you’re not having to pay the price for those emergency service calls and give yourself a little peace of mind.”
Are you smart enough to maintain your equipment before failure, or will you be the farmer making that desperate emergency call at 2 AM on Memorial Day weekend? The choice – and the consequences – are entirely yours.
Learn more
- 7 Dairy Farm Investments That Offer the Greatest Return on Investment
- Top Energy-Saving Strategies for Farmers to Boost Efficiency
- Efficient Energy Practices: A Guide for Dairy Farmers
Join the Revolution!
Join the Revolution!Join over 30,000 successful dairy professionals who rely on Bullvine Daily for their competitive edge. Delivered directly to your inbox each week, our exclusive industry insights help you make smarter decisions while saving precious hours every week. Never miss critical updates on milk production trends, breakthrough technologies, and profit-boosting strategies that top producers are already implementing. Subscribe now to transform your dairy operation’s efficiency and profitability—your future success is just one click away.
