Meeting Room

• Meeting Room Revocable Use Permit & Procedures (PDF)
• Meeting Room Policy (PDF)
• Meeting Room Floor Plan (PDF)

Meeting Room Procedures

Use of Meeting Room:

• Use is limited to non-profit community groups or organizations. (Rooms are not to be used by individuals, for tutoring, or for commercial purposes.) There is no fee for non-profit group use. Donations always appreciated.
•  Land use review meetings organized by developers and/or their consultants are charged $100 for each use. Payment must be received prior to final confirmation of the scheduled use of the room.
• Same day requests, especially weekend days, are generally not feasible.
• No more than 1 reservation per group per month is allowed. 
• Groups are not allowed to use the meeting rooms when the library is closed.
• Room occupancy: Full meeting room is 76. If divided, Lewis - 32 and Clark - 44. There is a sliding door offering some sound muffling but be aware that other users may be in the other half of the room.
• The room contains 12 conference tables 24” x 60” and 77 chairs. 
• Refreshments are allowed only with prior permission. 
• Reservations may be made up to 6 months in advance. In order to make a reservation, it is necessary to have a signed Revocable Use Permit on file at the library. A new permit must be filled out by group each calendar year.
• The group’s adult representative may fill out the Revocable Use Permit now (keep the procedure sheet) and leave at the library check-out desk or it can be faxed to CMCL at your convenience.
• The Library meeting room scheduler will call the group’s adult representative to approve and confirm your request.

When your group arrives to use the meeting room:

• The meetings room doors are kept locked.  The group’s adult representative obtains the key at the check-out desk.
• Entry to the meeting room is through the library. Meeting Room doors which lead to the parking lot must not be propped open, but feel free to post a sign directing participants to enter through the main door of the Library (However, the doors may be used to exit the building after meetings.)
• Groups are responsible for setting up the room. Extra chairs and most of the tables are stored in the Lewis Room.
• If you are using the Clark Room, please plan extra time to move the tables and chairs, before and after.

During the meeting:

• Children of participants must be directly supervised by adult participants and must remain in the Meeting Room.
• There shall be no alcoholic beverages or smoking on the library premises.
• No admission or other charge or collection may be taken except to the direct benefit of the CMCLA.
• Computer access available through wireless access only.

Before leaving the meeting room:

Meetings must adjourn 15 minutes prior to the meeting ending time to allow time to:

• Return furniture to position as shown on the Meeting Room Floor Plan (posted on meeting room door.)
• As needed: place trash in trashcan, clean tables, vacuum. Find cleaning supplies outside the second exit of the Clark Room.
• Turn off lights & lock the door.
• Fill out the Meeting Room Use Form, and return it, in the binder with the key, to the check-out desk. 
  The cost of cleaning up spills or other damage will be charged to the group using the room.

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Any group that violates the above procedures or CMCL staff instructions for the use of the Meeting Room or creates a disturbance of any kind may be barred from future use of the room.

Please note: These procedures are a summary of the CMCLA Meeting Room Use Policy. (PDF)

Questions? Please call 503-644-0043 ext. 116.  The meeting room scheduler returns calls Tuesday through Saturday.