8b Memo Claims and Obligations – January 2021
COMMISSION AGENDA MEMORANDUM Item No. 8b ACTION ITEM Date of Meeting February 9, 2021 DATE: February 1, 2021 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations January 2021 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 January 1 through January 31, 2021 as follows: Payment Reference Payment Reference Payment Type Amount Start Number End Number Accounts Payable Checks 937098 938529 $ 4,198,996.11 Accounts Payable ACH 032221 033179 $ 71,866,017.31 Accounts Payable Wire Transfers 015528 015540 $ 8,468,231.18 Payroll Checks 197822 197959 $ 63,266.42 Payroll ACH 1005422 1009666 $ 11,822,768.29 Total Payments $ 96,419,279.31 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. COMMISSION AGENDA Action Item No. 8b Page 2 of 3 Meeting Date: February 9, 2021 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 January 2021, over $84,533,244.60 in payments were made to nearly 739 vendors, comprised of 2,085 invoices and over 7,798 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, Leasehold Taxes, Utility Expenses and Janitorial Services expense categories. Net payroll expense for the month of January was $11,886,034.71. The following chart summarizes the top expense categories by total spend. Top 15 Payment Category Summary: Category Payment Amount Construction 53,210,550.38 Employee Benefits 7,111,918.35 Contracted Services 5,638,190.15 Payroll Taxes 4,585,521.48 Leasehold Taxes 3,060,531.65 Utility Expenses 2,078,674.66 Janitorial Services 2,038,110.59 Software 957,957.21 Maintenance Inventory 727,201.35 Sales Taxes 713,860.95 Bond Fees 607,184.97 Legal 433,307.83 Environmental Remediation 352,079.40 Membership Dues 240,790.92 Advertising 238,922.16 Other Categories Total 2,538,442.55 Net Payroll 11,886,034.71 Total Payments $96,419,279.31 COMMISSION AGENDA Action Item No. 8b Page 3 of 3 Meeting Date: February 9, 2021 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 February 9, 2021 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
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