4a. Memorandum - Signed
Port: of Seattle COMMISSION AGENDA MEMORANDUM Item No. 43 ACTION ITEM Date of Meeting March 28, 2017 DATE: March 10, 2017 TO: Dave Soike, Interim Chief Executive Officer FROM: Rudy Caluza, Director, Accounting & Financial Reporting Debbi Browning, AFR Asst. Director, General Accounting/Business Technology Duane Hill, AFR Sr. Manager, Disbursements SUBJECT: Claims and Obligations February 2017 ACTION REQUESTED Request Port Commission approval of the Port Auditor's payment of the salaries and claims of the Port pursuant to RCW 4224180 for payments issued during the period of February 1, 2017 through February 28, 2017 as follows: Payment Reference Payment Reference Payment Type Start Number End Number Amount Accounts Payable Checks 915882 916289 $4,608,265.46 Accounts Payable ACH 047482 048020 $19,252,128.77 Accounts Payable Wire Transfers 014531 014567 $7,217,720.12 Payroll Checks 185123 185325 $268,017.05 Payroll ACH 794276 797814 $8,378,735.41 [ Total Payments $39,724,866.81 _ JUSTIFICATION 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. COMMISSION AGENDA - Action Item No. 4a Page 2 of 3 Meeting Date: March 28, 2017 OVERSIGHT All of these payments have been previously authorized either through direct Commission action or delegation of authority to the CEO 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 CEO is delegated authority to approve them. Expenditures are monitored against budgets on a monthly basis by management and reported comprehensively to the Commission quarterly. 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 February 2017, over $31 million in accounts payable payments were made to nearly 1,000 vendors/contractors, comprised of 2,100 invoices and over 7,000 accounting expense transactions. About 80 percent ofthe accounts payable payments made in the month fall into the Construction, Employee Benefits, Contracted Services and Utility expense categories. The following chart summarizes the top 16 expense categories by total spend. Expense Type Payments Construction Total 5 12,979,720.92 Employee Benefits Total $ 7,562,633.38 Contracted Services Total 5 2,638,047.58 Utility Expense Total $ 1,896,668.29 Sales Taxes Total $ 925,038.80 Payroll Taxes Total S 876,902.42 Software Total S 678,937.80 Maintenance Inventory Total $ 572,757.29 Parking Taxes Total $ 321,961.20 P-card Charges Total $ 270,695.53 Environmental Remediation Total $ 243,782.04 Membership Dues & Fees Total $ 231,180.32 COMMISSION AGENDA Action Item No. 43 Page 3 of 3 Meeting Date: March 28, 2017 Banking Fees Total 185,235.19 Room/Space/Land Rental Total 171,666.08 Maintenance Materials Total 162,442.93 Computers & Telephone Total 158,631.71 (aggregate total expense categories below the top 16) 1,201,812.87 Port Net Payroll 8,646,752.46 Total Payments mmmmmmm 39,724,866.81 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. JWHMA Debbi Browning/Port Audited At a meeting of the Port Commission held on March 28, 2017, 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: TOE? ALBRO STEPHAME G'gs'l COURTNEY GREGG FEE'D FELLEMAN JOE-i." CHEEGHT) C'l Port Commission
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