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Council to request refund for unused Cassell software conversion deposit
Summary
Councilors said the city paid a $21,000 deposit to a vendor in 2021 for a Cassell conversion that was never completed; the council authorized staff to request a full refund and to inform the vendor the agreement will not proceed without new terms.
City staff told the council the municipality paid a 50% deposit to Cassell in 2021 for a planned software conversion that has not been implemented. Staff said the vendor now demands a conversion schedule or the agreement will be null and void; the city’s current software (Vision) remains operational.
A staff member confirmed the deposit was paid in 2021 and that conversion would also carry additional conversion fees beyond the deposit. After discussion about implementation burdens and competing priorities, a council member moved that staff request a full refund of the deposit and notify the vendor the city will not move forward absent new terms. The motion passed with council approval.
Councilors asked staff to send a formal notice requesting a refund and to return to the council with the vendor response and options if the vendor declines; they emphasized transparency about past procurement lapses and asked staff to include contract terms in the follow-up report.
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