Library Policies


The Mathews Memorial Library maintains two public meeting areas - the John Warren Cooke Conference Center and the Heritage Room for the use of all Mathews residents. The room has two main functions: to accommodate programs sponsored by the library and to serve as community meeting rooms. The Library is a cultural and educational center for our county, and offers these rooms as ideal places for the interchange of ideas.


The John Warren Cooke Room has a total capacity of approximately 50 people, but can be divided into two separate rooms for smaller meetings.  The Heritage Room will accommodate 8 to 10 individuals in a conference room setting.

The rooms are open to the general public by reservation, on a first come first serve basis. Reservations for their use may be made by calling the Library at 725-5747 at which time the library will determine availability and appropriate room selection.

Tables and chairs, projector, screen and computer connection are available for patron use. The room also contains a small kitchenette with a sink and coffee maker.

Meetings should be planned for normal library operating hours which are as follows: 9:00 AM - 5:00 PM, Mon., Tues, Wed, & Fri.; 9:00 AM - 8:00 PM on Thursday. 10:00 AM - 2:00 PM on Saturday and 1:00 PM - 3:00 PM on Sunday. Under certain circumstances, arrangements to hold meetings after library hours may be made by contacting the library director.

Groups using a meeting room will be responsible for returning it to its original state of cleanliness. Groups will reimburse the library for any cost associated with loss, damage or extra cleaning.

The meeting rooms are intended primarily for nonprofit groups or organizations. Commercial organizations or individuals may use the meeting rooms, but will be charged a fee of $10.00 per hour for a small meeting room or $20.00 per hour for the large room.

Any plans for decorations or storage of material prior to a meeting, must be approved in advance by the library director.

Groups using the meeting rooms are held responsible for keeping meetings quiet and orderly. The library is not responsible for injuries occurring during their use.

To request meeting space, please fill out our Conference Room Reservation Form. For more information call the library *804.725.5747) and ask to speak to the director.

This policy was adopted March 2017.

Mathews Memorial Library

Permission – Photo Usage

Date _________________

Dear Parent,

When preparing work for external publications or on the Internet, it is the practice of the Mathews Memorial Library to seek parental permission before including a minor’s photograph.  Names of minors are never used when placing photos on Internet publications.  Should we wish to include your child’s photo in conjunction with a library project, we would need to have your signed permission. Please review the information, and if you agree, sign the form and return it to the library.

Please sign and return to the library

Mathews Memorial Library has my permission to publish a photo of my

child, ____________________________ ,  for an external publication or on the Internet.

Parent Signature____________________________________ Date _________________

Daytime Phone __________________  Evening Phone _____________________


 This policy was adopted September 2007.


The Mathews Memorial Library welcomes gifts and memorials which enhance the value of the collection. The judgment of the Library Director or designate will control the manner in which the donations of private collections are filed, catalogued, displayed, or discarded. Upon request, the Library will provide a receipt for tax purposes. It will be the responsibility of the donor to assign a dollar value to the gift.

Except for temporary exhibit purposes, the Library cannot accept storage responsibility for valuable documents or objects which are owned or controlled by other groups or individuals.

This policy was adopted January 2017.

Loan Periods
New Books - 14 days
Videos - 4 days
All other books and materials - 21 days

Two renewals may be made on most materials, unless they are on reserve for other patrons. There are no renewals on New Books. Renewals may be made in person, by calling the library or by accessing your account through the online catalog.

Overdue Items
Patrons are expected to return or renew each item borrowed from the Mathews Memorial Library in a timely manner by the end of the loan period indicated for that particular item. If an item is not returned or renewed by the end of the loan period, it is considered overdue. Fines are generated each day an item is overdue at a rate of 5 cents per day with a maximum $10.00 fine per item. When total fines reach $10.00 the patron’s account is blocked from further checkouts.

Library privileges are suspended and a notice is sent to patrons having borrowed items that are 30 days or more overdue. As a result, they may not check out additional materials, use library computers, connect to the library’s wireless network or use any other library services requiring a library card. The patron’s privileges are reinstated only when all overdue items are returned or replacement cost paid and all outstanding fines are paid in full.

When a patron cannot be located because of insufficient or incorrect address, the overdue item(s) on their account are marked as lost and the replacement cost for those item(s) is charged to their account. The replacement cost charge is waived if the item is returned and the maximum fine is imposed.

Interlibrary Loans
Interlibrary loans are subject to the loan periods of the lending library. Fines for overdue Interlibrary loans are accessed at $1.00 per day.

Replacement Fees
Library cards - $1.00
Fees for damaged books or equipment - To be assessed by staff
Lost books or other materials – Replacement cost of item

Failure to pay for lost, unreturned or damaged materials will result in suspension of library privileges.

Reserve Materials
Materials that have been checked out may be reserved in person, by telephone, or through our online catalog. When the materials are available, the patron will be notified by phone or email.

Request Materials

  • Materials not available in the Mathews Memorial Library's collection may be requested either in person by filling out a Materials Request Form at the circulation desk or online.
  • Requests for materials will be processed by the staff as soon as possible.
  • The library may either purchase the requested item or borrow it from another library via the inter-library loan system.
  • There are no patron charges for inter-library loans but requests may take as long as two weeks or more to fulfill.
  • Audio books, videos and titles published within the last year are generally not available through interlibrary loan request.
  • You must be a registered library patron to request materials.

Loan of Videocassettes and DVDs

  • A valid Mathews Memorial Library patron ID card is required.
  • Juveniles and young adults (age 0-17) must have permission from a parent or guardian to check out videocassettes or DVDs.
  • There is no borrower’s fee for the loan of videocassettes or DVDs for a three week checkout period. The fine for each overdue item  will be $.10 per day with a $10 maximum fine! There is a limit of two renewals for each videocassette or DVD.
  • The borrower may not have more than six videocassettes and DVDs checked out at one time.
  • If the library is closed, videocassettes and DVDs may be placed in the book drop.
  • Replacement cost for damaged items will be the actual cost.
  • The library assumes no responsibility for damage caused to a borrower’s VCR or DVD player while using materials belonging to the library.
  • Videocassettes must be rewound before returning.
  • Responsibility for a child’s selection rests with the parent.

We appreciate your cooperation in helping us keep our collection in good condition for all to enjoy.

This policy was adopted May 2008 with addendum for Videocassette and DVD checkout July 2010.

This Privacy Policy governs the manner in which Mathews Memorial Library collects, uses, maintains and discloses information collected from users (each, a "User") of the website ("Site"). This privacy policy applies to the Site and all products and services offered by Mathews Memorial Library.

Personal identification information

We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site, subscribe to the newsletter, fill out a form, and in connection with other activities, services, features or resources we make available on our Site. Users may be asked for, as appropriate, name, email address. Users may, however, visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.

Non-personal identification information

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet service providers utilized and other similar information.

Web browser cookies

Our Site may use "cookies" to enhance User experience. User's web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

How we use collected information

Mathews Memorial Library may collect and use Users personal information for the following purposes:

  • - To improve customer service
    Information you provide helps us respond to your customer service requests and support needs more efficiently.
  • - To personalize user experience
    We may use information in the aggregate to understand how our Users as a group use the services and resources provided on our Site.
  • - To improve our Site
    We may use feedback you provide to improve our products and services.
  • - To run a promotion, contest, survey or other Site feature
    To send Users information they agreed to receive about topics we think will be of interest to them.
  • - To send periodic emails
    If User decides to opt-in to our mailing list, they will receive emails that may include company news, updates, related product or service information, etc. If at any time the User would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email or User may contact us via our Site.

How we protect your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.

Sensitive and private data exchange between the Site and its Users happens over a SSL secured communication channel and is encrypted and protected with digital signatures. Our Site is also in compliance with PCI vulnerability standards in order to create as secure of an environment as possible for Users.

Sharing your personal information

We do not sell, trade, or rent Users personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners, trusted affiliates and advertisers for the purposes outlined above.

Third party websites

Users may find advertising or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website's own terms and policies.

Changes to this privacy policy

Mathews Memorial Library has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Your acceptance of these terms

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.

Contacting us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this site, please contact us at:
Mathews Memorial Library
Mathews Memorial Library P.O. Box 980 Mathews, VA 23109
(804) 725-5747
This email address is being protected from spambots. You need JavaScript enabled to view it.


This policy was adopted August 2013.