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Norwalk to consolidate city leases in new lease‑management system; staff begin data entry and process changes
Summary
Building Management presented a plan and live demonstration of new lease‑management software to consolidate city lease records. Staff said roughly 20–25 leases will be centralized; certificates of insurance and invoice histories are being uploaded and the system can send reminders and support online payments in the future.
At the July 2 meeting, building management staff presented a review of city leases and demonstrated lease‑management software intended to centralize records, track expirations, store lease documents and certificates of insurance, and record payments.
Joanne (Building Management) said the city currently has roughly 20–25 active leases under Building Management and has begun to import Parks and Recreation leases into the system. She demonstrated the software’s dashboard and document links and showed invoice and check history for tenants. “Here is my dashboard, and you can see all of the active leases. So here's my dashboard. I can see what's going on, who am I expecting to get payments from, where are the signed leases, where when are they coming up,” Joanne said.
Staff explained that historically lease payments were routed to the controller’s office and deposited, which made it difficult for departments to reconcile payments against lease records. The new workflow keeps a copy of payment and lease records in the management system and staff said they will coordinate with the controller and finance to improve deposit and reconciliation procedures. Staff also said the software vendor they found provided a free tier and that the department uploaded certificates of insurance during the meeting.
Committee members praised the effort and asked about payment processing. Joanne said the system supports online payment and the department will pursue online card payments and closer coordination with the comptroller’s office; for now staff will continue to upload copies of checks they receive and forward deposit information. Alan noted the consolidation will help centralize records that previously resided in several departments and make reminders and expirations easier to manage.
Next steps identified by staff include working with the law department on expiring leases, continuing data entry of Parks & Rec leases, and implementing online payment capability.
