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Home My WebLink About233627 06/11/14 `�'4�p • CITY OF CARMEL, INDIANA VENDOR: 363028 jg ® �1 ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $*****3,315.00* x'"aoN CARMEL, INDIANA 46032 PO BOX 199114 CCHECK HECK NUMBER: 23316 7 INDIANAPDATE: OLIS IN 46219 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1203 R4359003 26813 2014028 3,315.00 EVENT PLANNING V1 CTO RY S U N PR ADVERTISING EVENTS INVOICE NO. 2014028 INVOICE DATE: 6/5/2014 Victory Sun Inc. Vanessa Stiles PO Box 199114 Indianapolis, IN 46219 317.696.7102 Appropriation #1203-43559003 PO#26813 INVOICE TO: Megan McVicker City of Carmel One Civic Square Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION COST Event Management and Public See detailed activity sheet March 2014 Relations for description $3,315.00 INVOICE TOTAL $3,315.00 Thank you for choosing Victory Sun. Winning relationships make you THE star. 2014028 Activity Description Victory Sun, Inc. Date Activity Hours Total 3/3/2014 Questions and follow-up with Do317 in re: proposal 0.25 $21.25 Review WTTS proposal in preparation for meeting with WTTS representative and update working draft of media budget; Meeting with WTTS sales rep;Work with Wilkinson Brothers on strategy for obtaining art from Artomobilia's volunteer exhibitor 3/4/2014 committee to ensure we meet deadlines during the year 2.75 $233.75 Start agenda for 3/7 meeting; Prepare for merchant meeting; Add Do317 budget information to draft of media buy budget; Call MM re: clarify Porchfest to be or not to be accounted for in 3/5/2014 overall media buy budget 1.25 $106.25 Complete agenda for 3/7 meeting; Remind MM that we are scheduled to send AOW paperwork to wineries on 3/10 and request feedback/approval on draft of materials that was sent to 3/6/2014 her 0.75 $63.75 Client meeting with MM; Prepare merchant meeting scheduled for 3/11; Follow-up with StorAmerica re: renew AOW 3/7/2014 sponsorship and review deadline options for StorAmerica 3.75 $318.75 Meeting with sales rep from Towne&Post publ ications/em ails; Call MM re:status of AOW forms in legal department for approval; Confirm green light for Do317 as part of 2014 media 3/10/2014 budget 2.25 $191.25 Set-up room and direct CA&DD merchant meeting to update merchants/businesses on the calendar of events through the end of the year;Answer questions from group and one-on-one with 3/11/2014 merchants/businesses 3.75 $318.75 Send emails to wineries re: status of paperwork(coming soon); Send winery list to MM as an FYI re: communication; Prepare for Current publications meeting with Dennis on 3/13; Respond to feedback from wineries via email(Rettig, Ertel, Best, Harmony, 3/12/2014 Vine&Table) 2 $170.00 Meeting with Dennis from Current publications; Confirm St. Paul and The Broken Bones with MOKB and share information with 3/13/2014 MM; Confirm new contact at Easley 1.75 $148.75 1 of 3 2014028 City of Carmel detailed activity I - Call MM re:Towne&Post publications/emails and other activities with them; Provide new Vine&Table contact with link and information to ATC licensure and answer her questions 3/14/2014 about timing for licensure and what Vine&table did in the past 0.75 $63.75 Brief entire St. Paul &The Broken Bones booking team on next steps and action items necessary to complete contract, merchandise sales status,e-verify process,formally announcing the date etc.; Forward email with formal band offer to MM for 3/16/2014 review 0.75 $63.75 Review Current media kit for changes; Review St. Paul&The Broken Bones hospitality rider and note omissions for negotiation; Confirm with MM via email re:assistance on copy for Carmel City Magazine and client meeting on 3/21;Send information with detailed e-verify instructions to main contact with St. Paul &The Broken Bones as per their request for more information; Instruct band that we cannot pay a deposit but can guarantee check provided on day of performance as per city payment regulations; Inform band of omissions from hospitality rider(tobacco and alcohol)and get their confirmation that those 3/17/2014 omissions will not stop us from moving forward 1.75 $148.75 Pull 2013 numbers(CPUs and quantities of shirts&wine glasses etc.)and call Shawn at Fine Promotions to review and discuss for contract with City of Carmel for 2014 because over 3/18/2014 $5,000; Call John Leonard Artomobilia re: art 0.75 $63.75 Apply edits/changes to Do317 proposal for CA&DD and send to Josh at Do317 to negotiate changes; Phone call with MM re: status of AOW winery forms being approved from City's legal department; Call MM re: NPR Morning Edition teaser on St. Paul &The Broken Bones for story to run on 3/20; Confirm that Victory Sun's toll-free fax number will be used on winery 3/19/2014 paperwork 1.5 $127.50 Sign,scan and send offer sheet to St. Paul&The Broken Bones management(get to them before NPR's Morning Edition story runs!); Complete agenda for 3/21 client meeting;Work with Do317 to ensure invoices are addressed correctly for direct bill 3/20/2014 to client 1.5 $127.50 Client meeting with MM;Send dates to IUHNH representative to schedule meeting to review expectations as title sponsor; Research Morning Edition NPR link with St. Paul &The Broken 3/21/2014 Bones interview and send to MM 2.5 $212.50 Follow-up with Shawn at Fine Promotions re: contract numbers 3/24/2014 and her solution on estimating freight 0.25 $21.25 2of3 2014028 City of Carmel detailed activity Review updated invoices sent from Do317 team and confirm with them that they are correct for processing;Send MM official word from St. Paul&Broken Bones management team that we can use NPR link to promote the band; Check with MM to see if legal department has given us official OK on winery paperwork 3/25/2014 for AOW; Clarify logistics of booking agent fee 1 $85.00 Review updated AOW paperwork sent from legal; Merge winery list spreadsheet with cover letter and merge labels; Email MM with merged materials and call her to verify materials received; Start sending AOW registration forms, hold harmless etc.to wineries via email; Confirm with Easley that they cannot participate but promise to keep them looped in should their 3/26/2014 schedule change 2.75 $233.75 Continue sending wineries the registration form, hold harmless etc.;Agenda for client meeting on 3/28; Respond to IUHNH re: 3/27/2014 dates to meet 1.75 $148.75 Client meeting and community partnership trip to Noblesville; Process and sign-off on booking agent materials for St. Paul& The Broken Bones; Finish sending wineries the registration form, hold harmless etc.for AOW; Respond to Fiekerts on their"no" 3/28/2014 for 2014 AOW but keep them informed for 2015 5.25 $446.25 $0.00 $0.00 TOTAL $3,315.00 3of3 2014028 City of Carmel detailed activity — VOUCHER NO. WARRANT NO. ALLOWED 20 Victory Sun, Inc. IN SUM OF$ Vanessa Stiles P. O. Box 199114 Indianapolis, IN 46219 $3,315.00 ON ACCOUNT OF APPROPRIATION FOR Community Relations PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members I hereby certify that the attached invoice(s), or 26813 2014028 43-590.03 $3,315.00 bill(s) is (are)true and correct and that the materials or services itemized thereon for which charge is made were ordered and received except Monday,June 09,2014 Director, Community Relations/Econo c Development Title Cost distribution ledger classification if claim paid motor vehicle highway fund 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)) 06/05/14 2014028 $3,315.00 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