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Home My WebLink About245763 06/03/15 `/ \ CITY OF CARMEL, INDIANA VENDOR: 027850 `�' =i. CHECK AMOUNT: $*******574.36* ONE CIVIC SQUARE JAMES BRAINARD :� _�; CARMEL, INDIANA 46032 CHECK NUMBER: 245763 *4ja,o„��• CHECK DATE: 06/03/15 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1160 4343003 411.86 TRAVEL & LODGING 1160 4343004 162.50 TRAVEL PER DIEMS �y OF Cqq� '�n1nrR�pl' CITY OF CARMEL Expense Report (required for all travel expenses) �No�pµp EXHIBIT A EMPLOYEE NAME: Jim Brainard DEPARTURE DATE: 5/13/15 TIME: 1 : 00 AMPM DEPARTMENT: Mayor RETURN DATE: 5/1-5/15 TIME: 11 : 00 AM p REASON FOR TRAVEL; USCM Bike Summit:.: DESTINATION CITY: Madison, WI EXPENSES ARE FOR (check all that apply): TRAVEL ADVANCE TRAVEL REIMBURSEMENT X TRAVEL PER DIEM X Date Transportation Gas/Tolls/ Lodging Meals Misc. Total Air-fare Car Rental Other Parking Breakfast Lunch Dinner Snacks Per Diem 5/13/15 $32.50 $32.50 5/14/15 $65.00 $65.00 5/15/15 1 $411.86 $65.00 $476.86 $0.00 $0.00 $0.00 $0.00 $0.00 11 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Totall $0.00 $0.00 $0.00 $0.00 $411.86 $0.00 $0.00 $0.001 $0.001 $162.50 $0.00 DIRECTOR'S STATEMENT: I h reby affirm that all expenses listed conform to the City's travel policy and are within my department's appropriated budget. Director Signature: / Date: - City of Carmel Form#ER06 Revision Date 5/29/2015 Page 1 For advance payments, claim form must be submitted ten (10) business days in advance of travel. Claim will not be processed without the following documentation: 1) Conference or course registration form, if applicable 2) Travel itinerary or car rental agreement, if applicable 3) Original itemized receipts for all expenses (or affidavits if appropriate), except for meal per diems (which require hotel receipt) Prorated meal allowance: For travel that commences before 1:00 p.m. (flight departure time, if traveling by air), $50 for in-state travel and $65 for out-of-state travel For travel that commences after 1:00 p.m. (flight departure time, if traveling by air), $25 for in-state travel and$32.50 for out-of-state travel For travel that ends before 1:00 p.m. (flight arrival time, if traveling by air), $25 for in-state travel and$32.50 for out-of-state travel For travel that ends after 1:00 p.m. (flight arrival time, if traveling by air), $50 for in-state travel and$65 for out-of-state travel EMPLOYEE ACKNOWLEDGEMENT OF MEAL ADVANCE AND OBLIGATION TO DOCUMENT EXPENDITURES: I hereby acknowledge receipt of$ , such funds being advanced to me by the City of Carmel solely for the purpose of purchasing meals while traveling to participate in official business for the City. I accept responsibility for these funds and agree to repay them if lost or stolen. I understand that within ten (10) business days of my return (as stated on opposite side), I am responsible to: 1) Submit original itemized receipts to the office of the Clerk-Treasurer documenting all meal expenditures; and 2) Return all unused funds to the office of the Clerk-Treasurer I further understand that failure to provide the required documentation shall result in the total amount of the advance being deducted from the first paycheck issued more than 30 days after the date of my return. Failure to return unused funds will result in the amount of the unused funds(total advance minus documented expenditures) being deducted from the first paycheck issued more than 30 days after the date of my return. Employee Signature: Date: City of Carmel Form#ER06 Revision Date 5/29/2015 Page 2 HILTON MADISON MONONA TERRACE HILTON MADISON MONONATERRACE,9 E.WILSON ST. MADISON,WI 53703 Hilton United States of America HOTELS&RESORTS TELEPHONE 608-255-5100 •FAX 608-251-4550 Reservations www.hilton.com or 1 800 HILTONS BRAINARD,JAMES Room No: 512/D2 Arrival Date: 5/13/2015 7:24:00 PM 12662 ROYCE CT Departure Date: 5/15/2015 5:38:00 PM Adult/Child: 1/0 CARMEL IN 46033-2477 Cashier ID: NICKLOVE/NICK UNITED STATES OF AMERICA Room Rate: 165.00 AL: DL 070913146 HH# 928398206 SILVER VAT# Folio No/Che 662430 A Confirmation Number:3182573077 HILTON MADISON MONONA TERRACE 5/22/2015 2:24:00 PM DATE IDESCRIPTION ID I REF NO I CHARGES I CREDIT I BALANCE 5/13/2015 VALET PARKING CSCHULL 3092232 $4.00 ER 5/13/2015 PARKING ROBERT 3092512 $15.00 5/13/2015 GUEST ROOM ROBERT 3092513 $165.00 5/13/2015 SALES TAX ROBERT 3092513 $9.08 5/13/2015 ROOM TAX ROBERT 3092513 $14.85 5/14/2015 PARKING ROBERT 3093222 $15.00 5/14/2015 GUEST ROOM ROBERT 3093223 $165.00 5/14/2015 SALES TAX ROBERT 3093223 $9.08 5/14/2015 ROOM TAX ROBERT 3093223 $14.85 5/15/2015 CSCHULL 3093582 ($411.86) ER **BALANCE** $0.00 CREDIT CARD DETAIL APPR CODE 520581 MERCHANT ID 41970 CARD NUMBER EXP DATE 01/20 TRANSACTION ID 3093582 TRANS TYPE Sale Page:1 Kibbe, Sharon From: Kevin McCarty <kmccarty@usmayors.org> Sent: Thursday,April 02, 2015 11:31 AM To: Kibbe, Sharon Subject: Mayors' Bike Summit: Madison— May 13 - 15 Dear Mayor, As a Member of the Conference's Transportation and Communications Committee, I am writing to forward you a recent memo (see below) from Conference CEO and Executive Director Tom Cochran calling attention to the Mayors' Bike Summit,to be held May 13-15, 2015 in Madison, WI. Committee Vice Chair Madison Mayor Paul Soglin briefed panel members about the Summit during the January Winter Meeting. The Summit is.a mayors-only event,with only a limited number of non- mayoral speakers invited, including Transportation Secretary Anthony Foxx. There is no registration fee for participating in the Summit. Importantly,please note that the hotel reservation cutoff for the Summit hotel--The Madison Hilton Hotel--is April 13 (COB). Please contact me -- kmccartvnusma o�g or 202-861-6728 --if you have any questions or need additional information about the Mayors' Bike Summit. Thank you for your review of this request, Kevin CO THE UNITED STATES CONFERENCE OF MAYORS ('7 162J Hl'C 57LLEI:T,NORi71\4'FST Q WASHINGTON.U.C.20011; L' ITL PHONE f_0.}:0}.7334 • y� F.Ix(242J 243.23.52 My^i URL.:a7aya•.u:mayan.urg TO: The Mayor FROM: Tom Cochran,CEO and Executive Director On behalf of Conference President Kevin Johnson and the Conference's Transportation and Communications Committee Vice Chair for City Livability and Bicycling Madison Mayor Paul Soglin, I am writing to remind you to make YYour hotel reservation for the Ma ors' Bike Summit,to be held in Madison,WI 1 on May 13-15. To make sure you have a room at The Madison Hilton Hotel for the Mayors' Bike Summit,please reserve your room on or before the April 13 reservation deadline. The Mayors' Bike Summit will call attention to the many mayoral initiatives throughout the U.S.to expand bicycling in cities,whether it is to bolster bicycling as a viable transportation mode,make it a driver for economic development or promote recreation and tourism goals. Mayors and their cities are having great success in furthering these and other community-building efforts by investing more in facilities or adopting policies to allow bicycling to expand and flourish. Madison,as you may know, is the hub of the U.S.bicycle industry,with headquarters for Trek, Schwinn and other brands. We are thankful and excited that leaders of these companies will be joining with participating mayors for these sessions and supporting activities throughout the Summit. Mayor Soglin, our Summit host, is already reaching out to bicycling leaders in our cities and elsewhere to make this mayors-only event informative and most useful to you as the key decision-makers in your cities. Registration: You can register online for the meeting by going to http://usma o� 2015MgyorsBikeSummit. Hotel: A block of rooms has been reserved at The Hilton Madison Hotel.To make your reservation,please contact the Madison Hilton Hotel directly at 1-608- 255-5100 or go to: http://www.hilton.com/en/hi/,groups/Tersonalized/M/MSNMHHF-B IKE- 20150513/index.j html. When contacting the hotel directly by phone,please identify yourself as an attendee of the Mayors' Bike Summit(Special Group Code is"Bike")to ensure you receive the group rate. Room reservations with The Madison Hilton Hotel must be confirmed with the hotel by April 13,2015. 2 Overview: At the Mayors' Bike Summit,mayors will examine: • Best Practices: Strategies that have helped swing the momentum toward greater local commitments to bike-friendly cities, drawing upon mayoral leadership, creative use of public and private resources, and tapping the commitment of motivated citizenry. • Leadership Models: Initiatives by mayors that have led to the expansion of facilities and policies in cities,helping accelerate bike use in local areas. • New Partnerships: Mayors have been enjoining new partners to bolster city bicycling initiatives,tapping into an expanding array of private sector offerings and partnerships and revisiting relationships with existing local/public partners—transit providers,school districts and regional transportation agencies, among others. • New Challenges/Opportunities: Examining new challenges and opportunities before mayors will be a featured element of the sessions, whether it is reengineering city streets to accommodate bicyclists and other non-auto users,engaging businesses and developers in building up the city's bicycling infrastructure and revitalizing or providing safer and affordable travel options for city residents. • Federal Resources: City bicycling efforts will continue to be driven by investments at the local level,but federal dollars,which are often an underutilized resource, can supplement local efforts to add new 3 facilities and rebuild existing infrastructures. Below is a tentative agenda primarily for planning purposes,showing mayors the key events as you plan your participation in the May 13-15 Mayors' Bike Summit. The agenda will continue to evolve as Summit speakers are confirmed; most sessions are to be led by mayors who will be sharing their perspectives and advice on successful bicycling strategies. In addition to mayors,Mayor Soglin is reaching out to top private sector and federal leaders to join with participating mayors at the Summit. Preliminary Summit Schedule: Wednesday,May 13 Location:Madison Hilton Hotel, Capitol Club (9 E Wilson St., Madison) 6:00- 8:00 pm: Welcoming Reception Thursday,May 14 Location:Monona Terrace Community and Convention Center(1 John Nolen Drive, Madison) 8:00—9:00 am Breakfast 9:00 am-NOON Sessions Noon—1:30 pm Luncheon(with address) 1:30—4:30 pm Sessions 5:00—8:00 pm Walking Tour,Followed by Reception Friday,May 15 Location:Monona Terrace Community and Convention Center(1 John Nolen Drive, Madison) 8:00—9:00 am Breakfast 4 9:00 am— 11:30 am Sessions 11:30 am— 1:00 pm Luncheon(with discussion session) Note: Summit participation is limited to mayors,but participating mayors may bring city staff with them. City staff will not be allowed to attend the Summit and represent his or her mayor who is not participating in the Summit. However,interested city staff may be allowed to register later,subject to space constraints:For this and other Summit information,please contact USCM Assistant Executive Director Kevin McCarty at 202-861-6728 or kmccaLty@usmayors.org. The Madison Hilton Hotel and the Monona Terrace Convention Center are adjoining facilities where all Summit events will be held. USCM is proud to announce that BCycle,HNTB,Schwinn and Trek are sponsors of the Mayors'Bike Summit. The United States Conference of Mayors 16201 St.,N.W. 4th Floor Washington,DC 20006 Add us to your address book unsubsctibe from this list I update subscription preferences I update your contact information 5 VOUCHER NO. WARRANT NO. ALLOWED 20 Mayor Jim Brainard IN SUM OF$ One Civic Square Carmel, IN 46032 $574.36 ON ACCOUNT OF APPROPRIATION FOR Mayor's Office PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members 1160 Expense Report 43-430.04 $162.50 I hereby certify that the attached invoice(s), or bill(s) is (are)true and correct and that the 1160 Receipt 43-430.03 $411.86 materials or services itemized thereon for which charge is made were ordered and received except Monday, June 01,2015 Mayor I Title 1 Cost distribution ledger classification if claim paid motor vehicle highway fund II Prescribed by State Board of Accounts City Form No.201(Rev.1995) ACCOUNTS PAYABLE VOUCHER CITY OF CARMEL An invoice or bill to be properly itemized must show: kind of service,where performed,dates service rendered,by whom, rates per day, number of hours, rate per hour, number of units,price per unit,etc. Payee Purchase Order No. Terms Date Due Invoice Invoice Description Amount Date Number (or note attached invoice(s) or bill(s)) 05/15/15 Expense Report $162.50 05/15/15 Receipt $411.86 I hereby certify that the attached invoice(s),or bill(s), is(are)true and correct and I have audited same in accordance with IC 5-11-10-1.6 20 Clerk-Treasurer