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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Viola Miller, CFO |
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PRESENTER(S): |
Eric Barrett, Deputy Comptroller |
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TITLE:
title
R2025-04-01 - Resolution Ratifying 2024 Expenditures and Disbursements and Granting 2025 Expenditure and Disbursement Authority to Non-Inventory Vendors
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AGENDA ITEM TYPE:
Resolution
RECOMMENDATION:
Approve resolution R2025-04-01 ratifying revised 2024 disbursement amounts and granting updated 2025 expenditure and disbursement authority to designated non-inventory vendors, as presented.
BACKGROUND:
The Utah Public Transit District Act (Utah Code §17B-2a-808.1(2)(v)) requires the board of trustees of a large public transit district, such as the Authority, to review and approve any contract or expense exceeding $200,000 and any proposed change order to an existing contract if the value of the change order exceeds 15% of the total contract or $200,000. Further, the Board of Trustees of UTA in its Board Policy 2.2 - Contracting Authority, Procurement and Grants further defined how contracts, change orders and disbursements must be approved by the Board. Specifically, Board Policy 2.2 (III)(D)(3) permits the Board to preapprove disbursements equal to or greater than $200,000 by Resolution.
On January 15, 2025, the Board of Trustees of the Authority (the “Board”) passed Resolution R2025-01-02 Granting Expenditure and Disbursement Authority to Non-Inventory Vendors for calendar years 2024 and 2025.
DISCUSSION:
The proposed resolution requests the Board’s authorization for:
• The disbursement for certain 2024 non-procurement expenditures, including the ratification of 2024 disbursement amounts that exceeded prior authorization given in Resolution R2025-01-02. These 2024 vendor disbursements are outlined in Exhibit A of the resolution.
• Expenditures anticipated in 2025 for certain non-inventory vendors defined in Exhibit B of the resolution. The not-to-exceed (NTE) amount authorized in this resolution has been increased from the original authorization in R2025-01-02 to account for anticipated 2025 expenses as compared to actual 2024 expenses.
These vendors represent obligations of the Authority to payroll, government or utility vendors.
The 2024 amounts that exceeded prior authorization and require the Board’s ratification includes payments to:
• Utah Attorney General’s Office for legal services
• US Department of Treasury for remittance of payroll taxes
• Utah County Bond Debt Service
• Utah Office of Recovery Services for Child Support payments withheld from employees
• FirstNet - Cellular services on Revenue Vehicles
The 2025 NTE amounts have been increased by 3.5% for operating expenditures and 4.00% for payroll related expenditures to mirror increases in the 2025 budget.
Like in 2024, a quarterly report on all non-inventory disbursements will be presented to the Board in a public meeting and will include year-to-date expenditures by vendor. Any disbursement amount anticipated to exceed the amount authorized in this resolution will be brought back to the Board for further consideration and approval prior to assuming the expenditure.
ALTERNATIVES:
If the Board does not enact this Resolution, future payments to the listed vendors will need to be presented individually to the Board for approval.
FISCAL IMPACT:
The disbursements authorized in this resolution for 2024 expenses (detailed in Exhibit A to the resolution) and for 2025 expenses (detailed in Exhibit B to the resolution) represent payments and disbursements for payroll, utility, and government vendor obligations and are accounted for in the Authority’s adopted 2024 and 2025 budgets.
ATTACHMENTS:
• Resolution R2025-04-01