The Carmel Public Library Foundation (CPLF) is requesting (Attachment 1) the use of the Harrison Memorial Library to hold its annual Donor Salute event,  on Sunday, March 9, 2025. Donor salute is held each year  to thank those who donate $100 or more in a calendar year to the CPLF. 

The CPLF is also requesting the use of the Harrison Memorial Library to hold its annual Sterling Circle event on Sunday, June 8, 2025 from 3:00pm - 5:00pm at the Main Library.  The Sterling Circle event is held annually to thank the CPLF Planned Giving Program donors. 

Both Donor Salute and Sterling Circle are opportunities for the CPLF to extend its gratitude and appreciation to its donors for their support. 

Per City Policy C89-47 "Support Groups Policy" (Attachment 2), the use of library facilities shall be determined by the Harrison Memorial Library Board of Trustees, with the exception of events at which alcoholic beverages are offered. The Board of Trustees considered the CPLF's request at its February 26, 2025 meeting and approved the use of the Harrison Memorial Library for both events. 

Wine is proposed to be served at each event. Per Carmel Municipal Code section 9.20.020, it is unlawful for any person to drink any alcoholic beverage in or upon any public place within the City. The City Council may, however authorize exceptions to the code for specific events of limited duration by adopting a resolution. Also, per policy C89-47, the City will not provide insurance coverage for any City Support Groups in a City building at which alcohol is served, unless the activity is officially co-sponsored by resolution of the City Council. The Trustees also voted to recommend that the City authorize the co-sponsorship for both of the events. 

 This request was submitted less than thirty (30) days advance in the case of Donor Salute, as required by City Policy 89-47. However, Donor Salute is an important annual event where CPLF and staff connect with and thank donors, which is even more critical as the CPLF embarks on a capital campaign for the renovation of the Harrison Memorial Library. As such, staff recommends that the Council accept the Trustees recommendation to approve and recommend that the City council co-sponsor and approve the serving of alcohol at each event.