The Cedar Mill Library's meeting rooms are used primarily for library programs. Nonprofit community groups or organizations may be able to use the room. These meetings must be open to the public. Details below.
The Community Meeting Room is located on the library’s upper level, which accommodates up to 76 persons. This space can be subdivided into two smaller meeting rooms, Lewis (32 persons) and Clark (44 persons). Free library-provided Wi-Fi is accessible in the room.
The library retains the right to use our meeting rooms for Association purposes at any time and will give reasonable notice if it is necessary to cancel or change a reservation.
1) Get Started
Before your group can use the room, fill out a Use Permit to request a reservation.
Review the policy, fill out and return a Use Permit to the library with your requested date for the meeting. Key things to know:
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 or if the group contact info changes.
The group’s adult representative may fill out the Revocable Use Permit in advance (keep the procedure sheet for reference) and leave at the library check-out desk or fax it to the library at 503-644-3964.
After receiving your request, the Library meeting room scheduler will call the group’s adult representative to approve and confirm your request.
Use is limited to non-profit community groups or organizations. (Rooms are not to be used by individuals, for tutoring, or for commercial purposes.) No fee for nonprofit group use. One exception to the rule: Land use review meetings organized by developers and/or their consultants are allowed, and 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.
There is a sliding door offering some sound muffling but be aware that other users may be in the other half of the room.
Refreshments are allowed only with prior permission.
For questions, please call 503-644-0043 ext. 129. The meeting room scheduler returns calls Tuesday through Saturday.
2) Day of Meeting
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. 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.
3) 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.
4) 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 Attendance 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.
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.