8b. Memo - Claims and Obligations August 2021
COMMISSION AGENDA MEMORANDUM Item No. 8b ACTION ITEM Date of Meeting August 10, 2021 DATE: August 2, 2021 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations July 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 July 1 through 31, 2021 as follows: Payment Reference Payment Reference Payment Type Amount Start Number End Number Accounts Payable Checks 940234 940680 $ 3,391,011.72 Accounts Payable ACH 036722 037555 $ 46,636,189.17 Accounts Payable Wire Transfers 015644 015663 $ 11,344,239.69 Payroll Checks 199024 199333 $ 93,999.45 Payroll ACH 1032936 1037210 $ 11,887,618.04 Total Payments $ 73,353,058.07 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: August 10, 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 July 2021, over $61,371,440.58 in payments were made to nearly 772 vendors, comprised of 2,167 invoices and over 6,157 accounting expense transactions. About 92 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Payroll Taxes, Contracted Services, Leasehold Taxes, Utility Expenses, Janitorial Services and Sales Taxes expense categories. Net payroll expense for the month of July was $11,981,617.49. Top 15 Payment Category Summary: Category Payment Amount Construction 29,621,376.77 Employee Benefits 8,289,536.58 Payroll Taxes 4,646,147.91 Contracted Services 4,047,383.25 Leasehold Taxes 2,930,907.19 Utility Expenses 2,671,769.73 Janitorial Services 2,281,620.37 Sales Taxes 1,112,737.24 Bond Fees 904,952.51 Legal 797,630.32 Software 770,260.72 Maintenance Inventory 618,671.69 Parking Taxes 473,674.25 Environmental Remediation 390,712.71 Public Expense 159,088.93 Other Categories Total : 1,654,970.41 Net Payroll 11,981,617.49 Total Payments : $73,353,058.07 COMMISSION AGENDA Action Item No. 8b Page 3 of 3 Meeting Date: August 10, 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 August 10, 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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