Because the library is part of Multnomah County, we are subject to County rules around the use of public funds to purchase food. The library has received permission to purchase food in three clearly defined circumstances. This document is intended to explain the circumstances under which food can be served as well as to provide some staff guidelines on food handling and service.

Serving food at the library is complicated. We need to follow these rules in order to keep our community safe from food-borne illnesses and to be good stewards of county funds.

There are three categories of events where food might be served at the library. Food may be served:

• When it is necessary for patrons to successfully participate in a library event
• At closed groups (defined below)
• At systemwide cultural celebrations and cultural events where food is integral to culture and community
  If an event does not fall into one of the following categories, food may not be served.

Budgeting and purchasing

Food budgets for events should be based on projected attendance. The target per-person range varies from $1-6 depending on event type, and each event type has a cap per event. Specific ranges are listed below.

• To determine which Cost Center will provide funding for the event, see: Systemwide Budget guidance for programming, outreach and engagement
• Items should be purchased by location or event hosts to keep purchase reconciliation simplified.
• Budget caps may be adjusted only with the written, pre-approval of Library Director or delegate.

What is not covered in these guidelines:

• Food items that are used as supplies, e.g cooking demonstrations or lemons for electronic circuit kits
• Food for volunteers or for staff refreshments or meals. Different restrictions apply here, as food for volunteers or staff is governed by Countywide financial policy (FIN 4). For questions on volunteer or staff refreshments, see GUIDELINES FOR REFRESHMENTS OR LIGHT MEALS AT STAFF RETREATS or get in touch with Business Services for help interpreting FIN 4.

Category one

Type of Programs: Public events where food is necessary for patron participation

These are identified as tween and teen events and events aimed at communities that face food insecurity.

Budget range: $1-3 per person, with a $90 cap per event. The cap is inclusive of any gratuity, which may not exceed 18%. 

What you can do: Serve foods from an exempted food list purchased from a grocery store, online, or a bakery. The exempted food list includes shelf-stable foods that do not require refrigeration, or items that are consumed while still frozen. Food that can be served without a restaurant license:

• Whole fruit, uncut, with skin or peel (ex. apples, oranges, bananas, etc.)
• Cookies, confections, popcorn, nuts.
• Commercially packaged ice-cream, frozen desserts, potato chips, pretzels, and crackers.
• Coffee, tea, canned or bottled pop and juice in the original container (no ice is allowed)
• Some pastries are allowed, if there is NO MEAT OR DAIRY filling or spread (for example: no cheese bagel, no cream cheese, no dumplings with cheese filling).

NOTE:  While cooking demonstrations are excluded from this policy, any food under 3 oz. must be prepared by someone with a food handlers card when it is offered for demonstration purposes or in a cooking class.  (Food is considered a supply for cooking demonstrations.)

Actions needed:

• Determine which budget funding is coming from, and seek appropriate approval (from location, SERS, Community Engagement, etc). Systemwide Budget guidance for programming, outreach and engagement
• Post a sign near the food that says: “NOTICE: Food served at this location may not have been inspected by the regulatory authority.”
• An itemized receipt must be submitted with a flyer for library event to business services

Central Finance requires the following information in order for the expense to be paid:

• Itemized receipt
• Date when food was provided
• Number of attendees at each event/meeting
• Agenda or flyer for each meeting.

Category two

Type of programs: Closed groups that are not open to the general public

Examples: teen council, anime club, Creative Learning camps

Budget range: $1-3 per person, with a $75 cap per event. The cap is inclusive of any gratuity, which may not exceed 18%. 

What you can do: 

• Serve any items listed in Category One
• Serve any food from a restaurant. Staff must have a food handler’s car. We recommend getting your food handler’s card through Multnomah County; this will ensure that it is valid to use in Oregon.  

Actions needed:

• Determine which budget your funding is coming from, and seek appropriate approval (from location, SERS, Community Engagement, etc). Systemwide Budget guidance for programming, outreach and engagement
• You must collect participants’ full names and contact information in case of an illness.

Central Finance requires the following information in order for the expense to be paid:

• Itemized receipt
• Date when food was provided
• Number of attendees
• Agenda or flyer for each meeting.

Category three

Type of programs: Systemwide cultural celebrations, and other cultural programs where food is vital. 

Large systemwide cultural celebrations are coordinated by Community Engagement and defined as programs and services that share a thematic goal and vision for serving historically underserved communities. These celebrations seek to embrace the community’s culture, provide visibility in library spaces for the community being celebrated, and develop cultural awareness to others.

Examples: Dia, Lunar New Year,  Somali Coffee and Tea ceremony

Budget range: $1-6 per person, with a $1,500 cap per event or celebration. The cap is inclusive of any gratuity, which may not exceed 18%. 

What you can do: 

• Serve any items listed in Categories One or Two.
• Serve food prepared by an outside caterer or vendor.

Actions needed:

Central Finance requires the following information in order for the expense to be paid

• Itemized receipt
• Date when food was provided
• Number of attendees
• Agenda or flyer for each meeting

To serve food prepared by an outside vendor/caterer, you will need to obtain a temporary restaurant license. Contact Library Events (libraryevents@multco.us) for information on the next steps after reviewing the requirements for that licensing below. Any supplies or equipment needed must be purchased by location. 

Temporary Restaurant Requirements

• A hand sink with hot and cold water, soap and paper towels in the room where food is served
• The sink cannot be in a bathroom
• It cannot be separated from the serving area by a closing door (for example, in a meeting room with a sink, yes -- in a meeting room without one, no)
• At least one sani bucket and towel for surface sanitizing
• Bleach to mix the solution
• Chlorine test strips to ensure the correct dilution of the sanitizing solution
• The only staff who can handle/serve the food must have current food handler’s permits
• Gloves are recommended for food service, but also require handwashing before putting on and between changes
• Hot food needs to be kept at 135° or higher, cold food at 40° or below. You will need a probe thermometer to check temps; inspectors may ask to see a log of hourly temp checks.
• Any utensils, plates, etc. used for food preparation or consumption must be stored off the floor/ground, even if in a box or container
• A 3-chamber dishwashing station if using any re-usable serving utensils/plates

These guidelines were reviewed and approved by CFO and Central A/P manager, via email to Library Finance & Facilities Director on 5/10/24.