COMMISSION AGENDA MEMORANDUM ACTION ITEM Item No. Date of Meeting DATE: August 2, 2019 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements 6b August 13, 2019 SUBJECT: Claims and Obligations - July 2019 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 July 31, 2019 as follows: Payment Reference Start Payment Type Number Accounts Payable Checks 930750 Accounts Payable ACH 018696 Accounts Payable Wire Transfers 015154 Payroll Checks 193669 Payroll ACH 921166 Total Payments Payment Reference End Number 931182 019474 015179 194003 925471 $ $ $ $ $ $ Amount 4,003,295.90 77,447,331.91 14,740,651.21 373,868.60 11,058,067.46 107,623,215.08 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 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. Template revised September 22, 2016. COMMISSION AGENDA - Action Item No. 6b Meeting Date: August 13, 2019 Page 2 of 3 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 2019, $96 million in accounts payable payments were made to 797 vendors/contractors, comprised of 2,405 vouchers and 11,108 accounting expense transactions. About 92 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, NWSA Construction Costs, Contracted Services, Payroll taxes, Leasehold Taxes, Janitorial Services, Utility Expenses and Environmental Remediation expense categories. Net payroll expense for the month of July was $11,431, 936.06. The following chart summarizes the top expense categories by total spend. Top 15 Payment Categories Summary Category Payment Amount $ 48,817,827.72 Construction Employee Benefits 9,977,040.59 NWSA Construction Costs 7,239,552.66 Contracted Services 6,665,198.61 Payroll Taxes 6,344,992.61 Leasehold Taxes 3,440,183.94 Janitorial Services 2,865,448.39 Utility Expenses 1,845,567.33 Environmental Remediation 1,286,074.68 Insurance 1,283,088.66 Sales Taxes 1,181,904.02 Bond Fees 715,793.29 Parking Taxes 671,713.92 Maintenance Inventory 642,901.49 Furn & Equip Purchase 436,006.79 Other Categories 2,777,984.32 Net Payroll 11,431,936.06 Total Payments $ 107,623,215.08 Template revised October 22, 2016. COMMISSION AGENDA - Action Item No. 6b Meeting Date: August 13, 2019 Page 3 of 3 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 13, 2019 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 Template revised October 22, 2016.