4a Claims and Obligations, signed
-' of Seattle COMMISSION AGENDA MEMORANDUM Item No. 4a ACTION ITEM Date of Meeting August 15, 2017 DATE: August 1, 2017 TO: Dave Soike, Interim Chief Executive Officer FROM: Duane Hill, AFR Sr. Manager, Disbursements SUBJECT: Claims and Obligations July 2017 ACTION REQUESTED Request Port Commission approval of the Port Auditor's payment of the salaries and claims of the Port pursuant to RCW 42.24.180 for payments issued during the period ofJuly 1, 2017 through July 31, 2017 as follows: Payment Type Payment Reference Payment Reference Amount Start Number End Number Accounts Payable Checks 918477 918919 5 4,766,450.94 Accounts Payable ACH 000999 001610 5 37,879,036.86 Accounts Payable Wire Transfers 014700 014716 S 13,960,508.19 Payroll Checks 186535 186958 5 390,719.12 Payroll ACH 814435 818279 5 9,018,276.43 Total Payments $ $6,014,991.54 . JUSTIFICATION Pursuant to RCW 42.24.180, "the Port's legislative body" (the Commission) is required to approve in a public meeting, all payments of claims within one month of issuance. OVERSIGHT All of these payments have been previously authorized either through direct Commission action or delegation of authority to the CEO and through his or her staff. Detailed information on Port expenditures is provided to the Commission through comprehensive budget presentations as well as the publicly released Budget Document, which provides an even greater level of detail. The Port's operating and capital budget is approved by resolution in November for the coming fiscal year, and the Commission also approves the Salary and Benefit Resolution around the same time to authorize pay and benefit programs. Notwithstanding the Port's budget approval, individual capital projects and contracts exceeding certain dollar thresholds are also subsequently brought before the Commission for specific authorization prior to commencement of the project or contractif they are below the thresholds the CEO is delegated authority to approve them. Expenditures COMMISSION AGENDA- Action Item No. Page 2 of 3 Meeting Date: August 15, 2017 are monitored against budgets on a monthly basis by management and reported comprehensively to the Commission quarterly. Effective internal controls over all Port procurement, contracting and disbursements are also in place to ensure proper central oversight, delegation of authority, separation of duties, payment approval and documentation, and signed perjury statement certifications for all payments. Port disbursements are also regularly monitored against spending authorizations. All payment transactions and internal controls are subject to periodic Port internal audits and annual external audits conducted by both the State Auditor's Office and the Port's independent auditors. For the month ofJuly 2017, $57 million in accounts payable payments were made to 694 vendors/contractors, comprised of 2,609 vouchers and 9,740 accounting expense transactions. About 84 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Payroll Taxes, Contracted Services, Leashold Taxes, Janitorial and NWSA Construction Costs payment expense categories. The following chart summarizes the top 15 expense categories by total spend. Category Payment Amount Construction $ 18,876,064.41 Employee Benefits $ 8,034,279.88 Payroll Taxes 5 5,728,289.00 Contracted Services 5 4,923,707.10 Leasehold Taxes $ 3,967,095.26 Janitorial Services 5 3,716,178.09 NWSA Construction Costs $ 2,926,874.13 Utility Expenses $ 2,009,315.39 Sales Taxes 5 1,165,995.06 Insurance $ 1,153,354.87 Environmental Remediation $ 589,996.00 Computers & Telephone S 437,323.30 Software $ 411,771.06 A/R Related Payments $ 389,442.43 Bond Fees $ 294,278.68 Other Categories S 1,982,031.33 Port Net Payroll S 9,408,995.55 Total Payments in- $6,014,991.54 COMMISSION AGENDA - Action Item No. Page 3 of 3 Meeting Date: August 15, 2017 Appropriate and effective internal controls are in place to ensure that the above obligations were processed in accordance with Port of Seattle procurement/payment policies and delegation of authority. $233031"qu Debbi Browning/Port Audi'tod At a meeting of the Port Commission held on August 15, 2017, it is hereby moved that, pursuant to RCW 42.24.180, the Port Commission approves the Port Auditor's payment of the above salaries and claims of the Port: FRED FELLEMAN STEPHAi'iE EGWMAE JOHN CREiGi-i'i'GN COURTNEY GREGQIRE h TQM 12.530 / '=I .. Port Commission
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