6b Memo Claims and Obligations
COMMISSION AGENDA MEMORANDUM Item No. 6b ACTION ITEM Date of Meeting April 16, 2019 DATE: April 1, 2019 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations - March 2019 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 March 1 through March 31, 2019 as follows: Payment Payment Reference Reference End Payment Type Start Number Number Amount Accounts Payable Checks 928971 929432 $ 5,084,124.08 Accounts Payable ACH 015598 016319 $ 69,431,146.66 Accounts Payable Wire Transfers 015076 015095 $ 8,606,149.76 Payroll Checks 192328 192563 $ 265,750.63 Payroll ACH 902256 906478 $ 10,702,171.53 Total Payments $ 94,089,342.66 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 these payments have been previously authorized either through direct Commission action or delegation of authority to the Executive Director 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 Executive Director is delegated authority to approve them. Expenditures are monitored against budgets monthly by management and reported comprehensively to the Commission quarterly. Template revised September 22, 2016. COMMISSION AGENDA Action Item No. 6b Page 2 of 3 Meeting Date: April 16, 2019 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 of March 2019, $83 million in accounts payable payments were made to 721 vendors/contractors, comprised of 2,237 vouchers and 9,011 accounting expense transactions. About 92 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Contracted Services, NWSA Construction Costs, Payroll Taxes, Utility Expenses, Maintenance Inventory and Public Expense categories. Net payroll expense for the month of March was $10,967,922.16. The following chart summarizes the top expense categories by total spend. Top 15 Payment Categories Summary Category Payment Amount Construction $ 46,821,011.84 Employee Benefits $ 9,039,165.11 Contracted Services $ 6,802,429.36 NWSA Construction Costs $ 4,190,292.65 Payroll Taxes $ 4,072,235.23 Utility Expenses $ 2,554,704.61 Maintenance Inventory $ 1,691,894.39 Public Expense $ 1,445,186.00 Sales Taxes $ 949,638.16 Janitorial Services $ 753,958.48 Miscellaneous Expense $ 613,579.73 Trade Business & Community $ 581,498.66 Environmental Remediation $ 499,831.20 Parking Taxes $ 419,526.07 Legal $ 311,165.16 Other Categories $ 2,375,303.85 Net Payroll $ 10,967,922.16 Total Payments $ 94,089,342.66 Template revised October 22, 2016. COMMISSION AGENDA Action Item No. 6b Page 3 of 3 Meeting Date: April 16, 2019 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. At a meeting of the Port Commission held on April 16, 2019 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: Port Commission Template revised October 22, 2016.
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