4b. Memorandum
COMMISSION AGENDA MEMORANDUM Item No. 4b ACTION ITEM Date of Meeting June 27, 2017 DATE: June 9, 2017 TO: Dave Soike, Interim Executive Director FROM: Rudy Caluza, Director, Accounting & Financial Reporting Debbi Browning, AFR Asst. Director, General Accounting/Business Technology Duane Hill, AFR Sr. Manager, Disbursements SUBJECT: Claims and Obligations May 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 of May 1, 2017, through May 31, 2017, as follows: Payment Payment Reference Reference End Payment Type Start Number Number Amount Accounts Payable Checks 917377 917885 $ 4,874,830.91 Accounts Payable ACH/EFT 000002 / 049451 000312 / 049836 $ 31,410,382.22 Accounts Payable Wire Transfers 014640 014680 $ 12,723,627.03 Payroll Checks 185855 186088 $ 270,058.16 Payroll ACH 805079 808795 $ 8,762,679.13 Total Payments $ 58,041,577.45 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 Template revised September 22, 2016. COMMISSION AGENDA Action Item No.Page 2 of 3 Meeting Date: June 27, 2017 or contractif they are below the thresholds the CEO is delegated authority to approve them. Expenditures 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 of May 2017, $49 million in accounts payable payments were made to over 727 vendors/contractors, comprised of 2,891 vouchers and nearly 9,200 accounting expense transactions. About 75 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Contracted Services, Payroll Taxes, Leasehold Taxes, NWSA Payment, Utility, Janitorial and Sales/Parking Taxes expense categories. The following chart summarizes the top 15 expense categories by total spend. Category Payment Amount Construction 17,456,782.51 Employee Benefits 7,095,369.72 Contracted Services 5,948,397.80 Payroll Taxes 3,710,437.21 Leasehold Taxes 3,247,968.96 NWSA 2,509,352.43 Utility Expenses 2,119,847.91 Janitorial Services 1,229,847.49 Sales Taxes 1,108,254.34 Parking Taxes 558,015.00 Public Expense 524,505.99 A/R Related Payments 463,255.86 Legal 325,710.20 Employee Travel Expenses 293,765.53 Maintanance Inventory 273,439.01 Other Categories Total 2,143,890.20 Port Net Payroll 9,032,737.29 Total Payments : 58,041,577.45 Template revised September 22, 2016. COMMISSION AGENDA Action Item No.Page 3 of 3 Meeting Date: June 27, 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. At a meeting of the Port Commission held on June 27, 2017, it was moved that, pursuant to RCW 42.24.180, the Port Commission approve the Port Auditor's payment of the above salaries and claims of the Port: Port Commissioners present and voting in favor of approval Template revised September 22, 2016.
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