241168 01/13/15 CITY OF CARMEL, INDIANA VENDOR: 363028
d i ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $****1 2,642.50*
?� CARMEL, INDIANA 46032 PO BOX 199114 CHECK NUMBER: 241 168
INDIANAPOLIS IN 46219 CHECK DATE: 01/13/15
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 R4359003 31757 2014128 12,282.50 FESTIVALS A&DD
854 5023990 2014129 360.00 OTHER EXPENSES
V � CTO RY S U N
a PR ADVERTISING EVENTS
INVOICE NO. 2014129 INVOICE DATE: 12/28/2014
EXPENSE INVOICE
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
INVOICE TO: Megan McVicker
City of Carmel
One Civic Square
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION PRICE
Itemized expense report
Holiday in the District Expense for attached along with copy of
12/12/2014 Safety at event on 12/13 checks to officers $360.00
INVOICE TOTAL $360.00
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
1 of 1 2014129 City of Carmel EXPENSE INVOICE
EXPENSE REPORT
PURPOSE: Carmel Arts&Design District Summer events
EMPLOYEE INFORMATION:
Name: Victory Sun Inc Position: Independent Contractor
PO BOX 199114
Indianapolis, Indiana 46219
SSN/Employee I.D.:Federal ID#20-5022552
CPD Safety-Ryan
December 12,2014 Jellison $120.00 $120.00
CPD Safety-Donald
December 12, 2014 Schoeff $120.00 $120.00
CPD Safety-
December 12,2014 Christopher Dunlap $120.00 $120.00
$0.00
$0.00
$0.00
$0.001 $0.001 $0.001 $0.001 $O.00l $0.00 $360.00
Total $360.00
Approved: Notes:
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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))
12/28/14 2014129 $360.00
1 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
20Clerk-Treasurer
VOUCHER NO. WARRANT NO.
ALLOWED 20
Victory Sun, Inc.
Vanessa Stiles 1'rIN SUM OF $
P. O. Box 199114
Indianapolis, IN 46219
$360.00
ON ACCOUNT OF APPROPRIATION FOR
Community Relations Gift Fund 854
PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members
PriorYear I hereby certify that the attached invoice(s), or
854 I 2014129 I Arts District Festivals $360.00
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
Tuesday,January 06, 2015
Director, Comm ity Relations/Economic Development
Title
Cost distribution ledger classification if
claim paid motor vehicle highway fund
V � CTO R Y S V N
C }
` PR ADVERTISING EVENTS
INVOICE NO. 2014128 INVOICE DATE: 12/28/2014
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Appropriation #1203-43559003
PO # 31757
INVOICE TO: Megan McVicker
City of Carmel
One Civic Square
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION COST
September through December Event Management and Public See detailed activity sheet
2014 Relations for description $12,282.50
INVOICE TOTALI $12,282.50
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
2014128
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Phone call with WTTS rep re: VIP email for September for
Carmel on Canvas call to action; Review A-Classic invoice
for Artomobilia and provide MM with approval on paying
9/1/2014 and notes on what will be billed back to Artomobilia 0.75 $63.75
Develop map to be used for ATC for Oktoberfest and send
to Lindsay at City Center along with address to ATC office
and key deadlines; Answer Lindsay's questions related to
Eggshell Bistro for Oktoberfest; Complete event permit for
Hamilton County Health Dept. for Oktoberfest, scan and
9/2/2014 send to HCHD 2.75 $233.75
Write copy for WTTS VIP email with hyperlinks to calendar
of Sept. events and calls to action; Edits to existing art and
send new art direction to graphic designers for parking map
9/3/2014 for Oktoberfest; Call Carmel UMC re: Oktoberfest 1.5 $127.50
Social media for CA&DD week of 9/1 through 9/5; Email
graphic designer on name change from Mohawk Place to
9/5/2014 Monon Square on Oktoberfest parking map 1 $85.00
Edits to previous fact sheet and news release for
Oktoberfest; Invoice for JLL from AOW -verify vouchers
turned in and those that were not able to obtain wine
9/8/2014 glasses 1.25 $106.25
Request itemized bid for Oktoberfest equipment needed
from Sunbelt; Email Vivian at Monon Square re: parking
assistance for Oktoberfest and other activities going on in
the city on 10/10; Apply edits to Oktoberfest news release
and send to ML for review and request information still
needed to complete news release; Confirm VIP area for
DSV and SpinCylce at Oktoberfest with Lindsay at CCC;
Phone call with MM re: 4 pallets to store for Artomobilia;
Phone calls for Oktoberfest re: golf carts, UMC; Email
Artomobilia volunteers about scheduling time to drop
materials to store them with other CA&DD event materials;
Provide JLeonard with the email sent to ADESA PR team
9/9/2014 immediately following the event 3 $255.00
Confirm spellings of businesses for VIP area at Oktoberfest
to make"Reserved for " signs; Edit 2 questions for
Artomobilia survey; On site at warehouse to prep for
Porchfest no parking sign needs and set up; Provide
Lindsay with answers to H&C questions related to serving
9/11/2014 at Oktoberfest 4 $340.00
1 of 7
2014128 City of Carmel detailed activity
Review invoices for A-Classic, PTR and Blu Moon and bill
Artomobilia committee; Clear out warehouse and set up no
parking signs through the Porchfest area; Obtain list of
food vendors from Lindsay and send the names to HCHD
for Oktoberfest; Social media for CA&DD week of 9/8
through 9/12; Complete survey for Artomobilia to be sent to
business in the District and email link to MM for
9/12/2014 review/approval with notes 6.75 $573.75
Finalize JLL AOW invoice and send to Ryan Room for
payment; Research band Muddy Magnolias as per lead on
band from NH; Provide ML with ad art due date for
Oktoberfest in-kind ad for Current in Carmel; Send list of
food service businesses confirmed to date for Oktoberfest
to Lindsay and request any changes; Review map from
9/14/2014 graphic designer for Oktoberfest parking and provide edits 1.75 $148.75
Review updated map and send to ML and NH for review;
Confirm with Lindsay at CCC that area in front of 14
9/15/2014 Districts is available and clear for their fashion truck 0.75 $63.75
Forward email to Artomobilia committee member that was
received by Mayor's office and request information; Answer
questions from Sunbelt to clarify items needed for
Oktoberfest; Follow-up with Carmel UMC; Respond to
9/16/2014 HCHD to re-send Oktoberfest paperwork 0.75 $63.75
Schedule meeting with Carmel PD's Lt.Horner at CCC re:
9/17/2014 Oktoberfest 0.25 $21.25
Phone call with ML re: Oktoberfest parking map; Prep for
meeting with Lt Horner and agenda for meeting with NH
and ML re: Oktoberfest; Follow-up with Artomobilia
committee on shared information to answer question from
email sent to Sharon; Send Oktoberfest map to Lindsay at
9/18/2014 CCC with questions as per phone conversation with ML 2.75 $233.75
Meeting with Lt Horner at CCC re: Oktoberfest; Go to
warehouse to confirm Aframes already in hand and
determine what signs are needed; Meeting with ML and NH
re: Oktoberfest; Follow-up with Bright House re: interest in
Oktoberfest sponsorship; Social media week of 9/15
9/19/2014 through 9/19 5.25 $446.25
Continued follow-up with Bright House in re: sponsorship;
9/22/2014 Create "reserved for" signs for Oktoberfest VIP area 0.75 $63.75
Assemble VIP signs for placement at Oktoberfest on
9/23/2014 reserved tables 0.75 $63.75
Respond to craft beer site that sent advertising inquiry to
9/24/2014 ML re: Oktoberfest 0.5 $42.50
2of7
2014128 City of Carmel detailed activity
Map to graphic designer with added edits for Oktoberfest;
Review final map as provided by graphic designer and
send to ML and NH for review and approval; Develop
Polkaboy invoice for CCC and send to Lindsay; Follow-up
with HCHD questions on food vendors; Provide final
Oktoberfest map to Lindsay at CCC for blog/e-newsletter;
Review PTR invoice sent by ML to confirm no materials
9/25/2014 were related to Victory Sun activities 1.75 $148.75
Confirm ATM for Oktoberfest; Social Media for the week of
9/22 through 9/26; Provide update to ML re: Carmel UMC
conversations related to their vehicle for shuttle at
Oktoberfest; Confirm pricing on golf carts should we need
9/26/2014 them for Oktoberfest shuttle 1.5 $127.50
Follow-up with Bright House and schedule meeting to
9/27/2014 review possibilities for sponsorship 0.25 $21.25
Provide Sgt. Mabie with wording for electronic, directional
9/29/2014 traffic sign to be used 10/10 for Oktoberfest 0.25 $21.25
Call Lauren at Northview Church to investigate the
possibility of using the church shuttle for Oktoberfest;
Phone call to verify No on UMC vehicle for Oktoberfest
shuttle; Follow-up with Sgt. Mabie to adjust wording on
traffic sign; Review files to determine who created flyer for
2013 Oktoberfest, confirm flyer was done by CCC team,
provide ML and Lindsay with edits for 2014 Oktoberfest;
Apply edits to Oktoberfest news release and send to ML for
review/approval; Provide ML and NH with updates on
9/30/2014 resources for shuttle at Oktoberfest 2.25 $191.25
Confirm order, write delivery instructions, scan map and
send to Sunbelt for generator/heater drop off Oktoberfest;
Phone call with Northview to confirm their shuttle is
committed to youth group on 10/10; Review Current in
Carmel ad and propose additional copy to thank parking
10/1/2014 partners; Reserve golf carts for Oktoberfest 1.25 $106.25
Social media for the week of 9/29 through 10/3; Confirm
wording on electronic board with Sgt. Mabie; Provide an
update to NH and ML on Oktoberfest action items
completed and outstanding; Send band members list to
Polkaboy to confirm members who will need to be allowed
10/3/2014 to park at CCC facility on 10/10 1.5 $127.50
3of7
2014128 City of Carmel detailed activity
Make changes to the Polkaboy band list for parking and
send to Rick at PedCor to allow them to park at
Oktoberfest; Send Street Dept. bike rack and cone needs
for Oktoberfest and drop off times; Work with Mike at
PedCor to confirm who will turn off fountains; Request MM
go to City Hall attic to inventory Oktoberfest resources
stored there; Provide Party Time Rental with final order;
Phone call to follow-up with PTR on Oktoberfest supplies
and delivery for 10/10; Work with PTR on confusion related
to availability on 10/10; Work with MM to confirm we have
correct quantity of"NO ALCOHOL BEYOND THIS POINT"
and "21 AND OVER ONLY BEYOND THIS POINT"on
hand for Oktoberfest; Work with Mollie from The
Residences re: free popcorn for Oktoberfest guests; Send
Lt. Horner the updated map for Oktoberfest; Make changes
10/6/2014 to day of event timeline 3.5 $297.50
Request beer truck arrival time from MTM for Oktoberfest;
Follow-up with PTR via email after confusion worked out
via phone on 10/6 to ensure everything is in writing and
delivered on time on 10/10; Work with Dan to answer
reporter's questions as related to Oktoberfest; Confirm with
Lindsay re: Fun with Frannie at Oktoberfest; Work with
Pedcor team to ensure parking spaces blocked off for
10/7/2014 generator delivery on 10/10 1.25 $106.25
Go to the street department warehouse to make no parking
signs for Oktoberfest and go to Cash &Carry to pick up
supplies for Oktoberfest; Review Oktoberfest website to
10/8/2014 link to social media 4 $340.00
Load in signs from warehouse; Set up NO PARKING signs
at CCC for Oktoberfest; Social media for 10/6 through
10/10; Email updated Oktoberfest map to team; Create
10/9/2014 FREE SHUTTLE signs for golf carts 3.5 $297.50
Event director on site for Oktoberfest, accept deliveries, set
10/10/2014 up and teardown 12.5 $1,062.50
Team members on site 5:30-11:30pm to drive shuttles and
10/10/2014 assist with teardown 6 $510.00
Send Pedcor team a photo of where golf carts were placed
for Monday 10/13 pick up; Send P&P photo of where golf
10/12/2014 carts were parked for their pick-up 0.25 $21.25
Phone call with Josh from Greeks Pizza in CA&DD to
10/14/2014 review opportunities for business promotion 0.25 $21.25
Social media for CA&DD week of 10/13 through 10/17;
10/17/2014 review PTR invoice and provide ML with feedback 1 $85.00
Contact Frank from Polkaboy to confirm 2015 Oktoberfest
date; Request ATM transaction numbers to estimate
10/21/2014 Oktoberfest attendance 0.5 $42.50
4 of 7
2014128 City of Carmel detailed activity
Prepare Bright House specific sponsor packet for meeting
with Bright House representative on 10/23; Respond to
HCHD re: Boo and Brew; Provide NH and ML with tentative
10/22/2014 confirmation from Polkaboy re: 2015 1.25 $106.25
Meeting with Bright House representative re: sponsorship
10/23/2014 for CA&DD 2015 1.25 $106.25
Social media for CA&DD week of 10/20 through 10/24;
Confirm with IUHNH that I will provide them with an
10/24/2014 itemized invoice for 2015 sponsorship no later than 10/27 1 $85.00
Develop invoice with deliverables outlined for IUHNH
invoice for title sponsorship CA&DD 2015 and send with
detailed email to IUHNH on how we track deliverables each
10/26/2014 year 1 $85.00
Meet with Artomobilia committee member to drop off
10/28/2014 materials at warehouse and unload materials at warehouse 2 $170.00
Review Sunbelt invoice for Oktoberfest and provide ML
10/29/2014 with feedback on charges that should be omitted 0.5 $42.50
10/30/2014 Phone call with Jimia re: question on CCC upcoming event 0.25 $21.25
Social media for CA&DD week of 10/27 through 10/31;
10/31/2014 Follow-up with request to meet with Yelp representative 1 $85.00
Follow-up on Artomobilia question re: COI; Provide CCC,
ML and NH attendance estimates for Oktoberfest based on
11/3/2014 ATM transactions 0.75 $63.75
Meeting with MM re: Holiday in the District plan of action,
Artomobilia question and planning ahead for 2015; Social
media for CA&DD 11/3 through 11/7; Reach out to Emmis
to request a B105 rep; Contact WTTS rep re: holiday radio
promotion; Confirm Entercom representative for
11/7/2014 WZPL/WNTR 2.75 $233.75
Work on radio buy plan for holiday shopping call to action
11/9/2014 in Carmel 1.25 $106.25
Develop radio buy strategy for holiday call to action to shop
in Carmel and start compiling numbers in excel sheet for
review by MM and NH; Phone call with 8105 rep for radio
buy to review strategy, needs and possibilities; Contact
Entercom rep for rates WZPL and WNTR, review demo
and discuss possible flight schedule; Update IREF contact
11/10/2014 in records for summer event work crews 3 $255.00
Work with Entercom rep via phone to negotiate possibilities
for WZPL and WNTR to maximize budget and fit with call
to action strategy; Confirm with Entercom and Emmis that
is we do confirm a buy, they can produce spots at no
11/11/2014 charge; Confirm demos with 8105 1.25 $106.25
Complete excel spreadsheet for radio buy to provide team
with big picture budget options; Send spreadsheet to MM
for review and request phone call to discuss variables and
11/12/2014 possibilities 1 $85.00
Phone call with MM re: holiday radio buy for call to action to
Of 711/13/2014 shop in Carmel 1 0.25 $21.25
Social media for CA&DD week of 11/10 through 11/14;
11/14/2014 Follow-up with radio reps on status of radio promotions 1.25 $106.25
Provide MM with counsel in re: 100 for under$100
promotion; Email radio reps to confirm plan of action for
holiday radio buy, action items for Victory Sun and others,
and provide direct bill info to reps. Confirm with Entercom
11/15/2014 on frequency schedule 1.75 $148.75
Develop radio scripts for holiday call to action media buy
and send to MM for review and approval with notes on
strategy etc.; Negotiate hourly sponsorship with B105 as
added value for the confirmed buy given days lost due to
11/16/2014 inventory sold 3.25 $276.25
Develop hourly sponsorship script for 8105 and send to
MM for review and approval; Provide research, demo and
strategy information to MM as to why we did not look at
country stations and NPR for holiday radio promo; Provide
MM with action items related to 13105 added value
11/17/2014 components for media buy(online art etc.) 1.75 $148.75
Phone call with B105 rep re: credit application; Provide
action items and status update to MM related to 8105;
Follow-up with B105 rep on status and plan of action for
banner ads etc.; Provide graphic designer with background
11/18/2014 on strategy to keep banner ads on track for B105 1.5 $127.50
Confirm with WTTS to start radio schedule on 11/28 not on
11/27; Email with MM re: photo and copy on banner ad;
Apply edits to WTTS script as per NH edits and send MM
confirmation that change was made; Send scripts to radio
reps for spots to be produced; Work with 8105 rep on extra
word in added value copy and adjust as needed; Notify MM
of adjusted added value copy; Review spots produced by
6105 and send to MM for review and approval; Confirm
with Artomibila committee to work on COI and reserving
11/19/2014 Carmel Elementary School parking lot for 2015 3 $255.00
Send approval to 13105 on spots as produced; Confirm with
WZPL that we will not take part in the email at additional
11/20/2014 cost 0.5 $42.50
Phone call with MM re: radio buy possible changes as per
feedback on B105's request; ; Listen to WZPL/WNTR spot
11/21/2014 produced and send to MM for review and approval 0.75 $63.75
Email and phone call to B105 rep re: plan of action and
added value as per special request made about credit;
Provide WZPL/WNTR with approval on produced spot;
Write copy for negotiated :10 spots to make good for credit
questions; Listen to WTTS spot and send to MM for review
11/24/2014 and approval 1.75 $148.75
11/25/2014 Send approval to WTTS on spot produced 0.25 $21.25
11/28/2014 Social media week of 11/24 through 11/28 0.5 $42.50
12/1/2014 Phone call MM re: plan of action for Holiday in the District 0.25 $21.25
Review WTTS broadcast contract sent to NH over
Thanksgiving holiday and contact WTTS to confirm spots
12/2/2014 began airing on 11/28 0.5 $42.50
0
2014128 City of Carmel detailed activity
Confirm with team that we did go live with radio spots on
12/4/2014 11/28 as schedule on WTTS 0.25 $21.25
Social media week of 12/1 through 12/5; Meeting with MM
to review timeline and action items for Holiday in CAⅅ
Request Winefest sponsorship package info from WFYI for
2015; Phone call form B105 rep in re: produced spot by
12/5/2014 Emmis team only used for B105 spots 3.25 $276.25
Provide scheduling information and overview for the day to
the full team to be on site for Holiday in the District on
12/7/2014 12/13 0.5 $42.50
Confirm receipt of names for off-duty officers for day of
event at Holiday in the District; Confirm cost of Polkaboy
12/9/2014 with Jimia at CCC 0.5 $42.50
Phone calls with MM to clarify team's action items for
holiday event; Schedule meeting with WTTS re to plan for
2015; Review WTTS and B105 invoices received; Request
more information on invoice received from B105 as it was
12/10/2014 not itemized 1.25 $106.25
Prepare checks for CPD off duty safety officers at holiday
event on 12/13; Confirm activity description for invoice
received from B105 and provide to MM to include with
12/11/2014 invoice 0.5 $42.50
Social media 12/8 through 12/12; Work with MM to prepare
materials needed for holiday in CA&DD and load in
vehicles to be ready for 12/13; Respond to Adam from
12/12/2014 Curren in Carmel on article looking ahead to 2015 5.25 $446.25
12/13/2014 On site for event direction for logistics at holiday event 10 $850.00
Full team on hand to assist with action items, set-up,
12/13/2014 teardown, trash 6 $510.00
Phone call with MM re: media invoices needed for
processing and calendar for Adam at Current for 2015
events; Make requests to radio stations for paperwork to
12/15/2014 process media buy payment in FY2014 0.5 $42.50
Compile calendar and event descriptions for Adam at
Current in Carmel as per his request for 2015 events;
Meeting with WFYI rep for 2015 planning; Provide MM with
12/16/2014 memo invoices from Entercom, WTTS and Emmis 2.5 $212.50
12/19/2014 Social Media 12/15 through 12/19 0.75 $63.75
WZPL meeting re: interest in Dine Out for Pink promotion
12/22/2014 for 2015 in the District 0.5 $42.50
WTTS meeting for 2015 planning and added value
12/23/2014 opportunities 0.75 $63.75
12/2-6/20141 Social Media 12/22 through 12/26 0.5 $42.50
TOTAL $12,282.50
Al
7of7
2014128 City of Carmel detailed activity
i
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))
12/28/14 2014128 $12,282.50
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
120-
Clerk-Treasurer
20Clerk-Treasurer
VOUCHER NO. WARRANT NO.
ALLOWED 20
Victory Sun, Inc.
Vanessa Stiles IN SUM OF $
P. O. Box 199114
Indianapolis, IN 46219
$12,282.50
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members
Prior Year I hereby certify that the attached invoice(s), or
31757 I 2014128 43-590.03 I $12,282.50
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
Tuesday,January 06, 2015
Director, Communi Relations/Economic Development
Title
r Cost distribution ledger classification if
claim paid motor vehicle highway fund