Council approves payment of $29,300 CMI invoice after U of O pass-through confusion

The Junction City Council voted May 28 to pay an outstanding $29,300 invoice from CMI after staff presented follow-up findings and options.

Mister Connelly told the council he had asked CMI whether the company would split the bill with the city; “Long and short, CMI said, unfortunately, I know they're unable to do that at this time,” he said, and noted CMI offered to spread payments over multiple fiscal years if the city preferred. Connelly explained the invoice includes items tied to the city’s use of a platform connected to the University of Oregon and that the university had previously provided funds to the city to pass through to CMI.

Council members probed who ultimately bore responsibility and whether the charges were city funds or U of O pass-through monies. Staff said the city received payments from the University of Oregon in years two and three but did not receive the corresponding CMI bill in those years, leaving roughly $14,650 held by the city that CMI had not billed until now.

A council member moved to “approve the CMI bill in the amount of $29,300 and authorize the city administrator to sign the necessary documents.” The motion was seconded and the council announced its approval.

Staff said paying the invoice would close the matter administratively and allow the city to focus on selecting a replacement records-management/RMS product during the next budget cycle. Connelly and other staff also discussed pursuing a different RMS vendor the county uses for future work.

The council did not adopt any formal amendment to the CMI contract at the meeting; staff said billing and contract details will be clarified outside the consent of council action and that the city will consider alternatives during the budget process.