8b. Memo
Claims and Obligations November 2022
COMMISSION AGENDA MEMORANDUM Item No. 8b ACTION ITEM Date of Meeting December 13, 2022 DATE: December 5, 2022 TO: Steve Metruck, Executive Director FROM: Eloise Olivar, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations – November 2022 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 November 1 through 30, 2022 as follows: Payment Payment Type Payment Reference Reference End Amount Start Number Number Accounts Payable Checks 945882 946240 $ 2,779,625.31 Accounts Payable ACH 049531 050452 $ 51,767,320.70 Accounts Payable Wire Transfers 015936 015952 $ 14,263,484.44 Payroll Checks 204281 204685 $ 128,132.92 Payroll ACH 1106928 1111272 $ 13,235,780.00 Total Payments $ 82,174,343.37 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 December 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. 8b Page 2 of 3 Meeting Date December 13, 2022 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 November 2022, over $68,810,430.45 in payments were made to nearly 787 vendors, comprised of 2,189 invoices and over 9,817 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, Sales Taxes, Janitorial Services, Insurance and Maintenance Inventory. Payroll expense for the month of November was $13,363,912.92. Top 15 Payment Category Summary: Category Payment Amount Construction 28,223,846.25 Employee Benefits 9,134,715.44 Contracted Services 6,229,596.07 Payroll Taxes 4,925,202.38 Leasehold Taxes 4,704,437.18 Utility Expenses 3,927,806.99 Sales Taxes 1,677,944.73 Janitorial Services 1,404,126.55 Insurance 1,194,149.87 Maintenance Inventory 1,027,474.57 Software 821,895.19 Computers & Telephone 654,277.99 Parking Taxes 529,873.62 Bond Fees 523,935.69 Legal 483,767.00 Other Categories Total: 3,347,380.93 Net Payroll 13,363,912.92 Total Payments: $82,174,343.37 COMMISSION AGENDA – Action Item No. 8b Page 3 of 3 Meeting Date December 13, 2022 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 December 13, 2022, 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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