8b. Memo - Claims and Obligations October 2021
COMMISSION AGENDA MEMORANDUM Item No. 8b ACTION ITEM Date of Meeting October 12, 2021 DATE: October 4, 2021 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations September 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 September 1 through 30, 2021 as follows: Payment Reference Payment Reference Payment Type Amount Start Number End Number Accounts Payable Checks 940959 9401267 $ 4,727,387.15 Accounts Payable ACH 038339 039134 $ 53,141,214.04 Accounts Payable Wire Transfers 015684 015699 $ 8,261,053.74 Payroll Checks 199636 199843 $ 54,809.04 Payroll ACH 1041563 1045823 $ 11,726,838.17 Total Payments $ 77,911,302.14 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: October 12, 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 September 2021, over $66,129,654.93 in payments were made to nearly 662 vendors, comprised of 1,822 invoices and over 6,277 accounting expense transactions. About 97 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Contracted Services, Payroll Taxes, Utility Expenses, Janitorial Services, Environmental Remediation, Miscellaneous Expense, Sales Tax, and other expense categories. Net payroll expense for the month of September was $11,781,647.21. Top 15 Payment Category Summary: Category Payment Amount Construction 32,795,284.79 Employee Benefits 8,431,724.51 Contracted Services 5,185,675.05 Payroll Taxes 4,457,186.26 Utility Expenses 3,323,532.34 Janitorial Services 2,680,052.10 Environmental Remediation 1,213,987.59 Miscellaneous Expense 1,209,420.18 Sales Taxes 1,099,930.81 Software 863,505.74 Bond Fees 717,492.47 Maintenance Inventory 625,914.61 Public Expense 568,163.48 Legal 560,572.49 Parking Taxes 545,368.85 Other Categories Total : 1,851,843.66 Net Payroll 11,781,647.21 Total Payments : $77,911,302.14 COMMISSION AGENDA Action Item No. 8b Page 3 of 3 Meeting Date: October 12, 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 October 12, 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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