Motion 2020-13
COMMISSION AGENDA MEMORANDUM Item No. 6b ACTION ITEM Date of Meeting June 9, 2020 DATE: June 1, 2020 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations – May 2020 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 May 1 through May 31, 2020 as follows: Payment Reference Payment Reference Payment Type Amount Start Number End Number Accounts Payable Checks 935481 935742 $ 4,309,696.07 Accounts Payable ACH 026539 027146 $ 51,521,069.06 Accounts Payable Wire Transfers 015376 015387 $ 6,270,105.28 Payroll Checks 196372 196557 $ 138,122.74 Payroll ACH 966613 973078 $ 17,227,664.50 Total Payments $ 79,466,657.65 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 contract—if 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. COMMISSION AGENDA – Action Item No. 6b Page 2 of 3 Meeting Date: June 9, 2020 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 2020, over $62,100,870.41 in payments were made to nearly 541 vendors, comprised of 1,401 invoices and over 6,121 accounting expense transactions. About 91 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Contracted Services, Payroll Taxes, Utility Expenses, Public Expenses and Environmental Remediation expense categories. Net payroll expense for the month of May was $17,365,787.24. The following chart summarizes the top expense categories by total spend. Top 15 Payment Category Summary: Category Payment Amount Construction 37,959,892.84 Employee Benefits 5,865,996.67 Contracted Services 4,608,795.60 Payroll Taxes 4,320,771.86 Utility Expenses 1,725,084.93 Public Expense 1,473,508.08 Environmental Remediation 971,840.90 Maintenance Inventory 844,836.50 Janitorial Services 701,361.88 Software 558,840.06 Sales Taxes 506,865.87 Legal 490,427.23 Room/Space/Land Rental 442,159.02 NWSA Construction Payments 370,167.52 Computers & Telephone 294,030.79 Other Categories Total : 966,290.66 Net Payroll 17,365,787.24 Total Payments : $79,466,657.65 COMMISSION AGENDA – Action Item No. 6b Page 3 of 3 Meeting Date: June 9, 2020 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 9, 2020 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: Stephanie L. Bowman (Aug 21, 2020 13:50 PDT) Ryan Calkins Ryan Calkins (Jul 20, 2020 08:39 PDT) Fred Felleman Fred Felleman (Jul 19, 2020 09:09 PDT) Peter Steinbrueck Peter Steinbrueck (Jul 18, 2020 10:45 PDT) Port Commission May Claims and Obligations Final Audit Report 2020-08-21 Created: 2020-07-17 By: Lauren Smith (smith.l@portseattle.org) Status: Signed Transaction ID: CBJCHBCAABAAaNkWrr__bHQwwH5oO2918KF8uWWscNxj "May Claims and Obligations" History Document created by Lauren Smith (smith.l@portseattle.org) 2020-07-17 - 5:03:47 PM GMT- IP address: 71.197.179.17 Document emailed to Stephanie L. Bowman (bowman.s@portseattle.org) for signature 2020-07-17 - 5:05:22 PM GMT Document emailed to Ryan Calkins (calkins.r@portseattle.org) for signature 2020-07-17 - 5:05:22 PM GMT Document emailed to Sam Cho (cho.s@portseattle.org) for signature 2020-07-17 - 5:05:22 PM GMT Document emailed to Fred Felleman (felleman.f@portseattle.org) for signature 2020-07-17 - 5:05:22 PM GMT Document emailed to Peter Steinbrueck (steinbrueck.p@portseattle.org) for signature 2020-07-17 - 5:05:22 PM GMT Email viewed by Sam Cho (cho.s@portseattle.org) 2020-07-17 - 7:47:16 PM GMT- IP address: 67.171.14.219 Document e-signed by Sam Cho (cho.s@portseattle.org) Signature Date: 2020-07-17 - 7:47:33 PM GMT - Time Source: server- IP address: 67.171.14.219 Email viewed by Peter Steinbrueck (steinbrueck.p@portseattle.org) 2020-07-18 - 5:44:22 PM GMT- IP address: 189.250.72.214 Document e-signed by Peter Steinbrueck (steinbrueck.p@portseattle.org) Signature Date: 2020-07-18 - 5:45:19 PM GMT - Time Source: server- IP address: 189.250.72.214 Email viewed by Fred Felleman (felleman.f@portseattle.org) 2020-07-19 - 4:09:34 PM GMT- IP address: 63.225.173.2 Document e-signed by Fred Felleman (felleman.f@portseattle.org) Signature Date: 2020-07-19 - 4:09:54 PM GMT - Time Source: server- IP address: 63.225.173.2 Email viewed by Ryan Calkins (calkins.r@portseattle.org) 2020-07-20 - 3:38:50 PM GMT- IP address: 67.170.106.19 Document e-signed by Ryan Calkins (calkins.r@portseattle.org) Signature Date: 2020-07-20 - 3:39:03 PM GMT - Time Source: server- IP address: 67.170.106.19 Email viewed by Stephanie L. Bowman (bowman.s@portseattle.org) 2020-07-31 - 6:59:56 PM GMT- IP address: 73.118.130.250 Email viewed by Stephanie L. Bowman (bowman.s@portseattle.org) 2020-08-21 - 8:49:55 PM GMT- IP address: 64.62.192.2 Document e-signed by Stephanie L. Bowman (bowman.s@portseattle.org) Signature Date: 2020-08-21 - 8:50:20 PM GMT - Time Source: server- IP address: 64.62.192.2 Signed document emailed to Stephanie L. Bowman (bowman.s@portseattle.org), Peter Steinbrueck (steinbrueck.p@portseattle.org), Sam Cho (cho.s@portseattle.org), Fred Felleman (felleman.f@portseattle.org), and 2 more 2020-08-21 - 8:50:20 PM GMT
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