Library Policies

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.

Access to the Service

The Mathews Memorial Library (MML) is pleased to offer its patrons Internet access as a free public service. Access may be blocked, suspended, or terminated at any time for any reason including, but not limited to, violation of the terms of this policy, actions that may lead to liability for the Mathews Memorial Library or the citizens of Mathews County, disruption of access for other users or networks, and violation of applicable laws or regulations. All Internet content available on the library’s public computers or available through the library's wireless network on patron-owned computers and other wireless devices is filtered to block access to material that is defined by the Code of Virginia as child pornography (§18.2-374.1:1), obscenity (§18.2-371) or harmful to juveniles (§18.2-390) or material that promotes activity that violates federal, state or local law.  Requests to bypass the technology protection measures for purposes of enabling access for bona fide research or other lawful purposes must be made to authorized library personnel.

Acceptable Use Guidelines

Use of the service and any associated activities shall not violate any applicable law or regulation or the rights of the Mathews Memorial Library, the residents of Mathews County, or any third party.

  • Use of the computers at Mathews Memorial Library, requires that individuals be a registered patron of the Mathews Memorial Library with designated computer use privileges based on acceptance of the terms of this policy. Temporary use is granted to non-patrons who produce a picture ID and substantiating identification.
  • Patrons wishing to use a library computer must sign in at the computer sign-up station using their own valid Mathews Memorial Library patron ID card number prior to using the computer.
  • Children or young adults under the age of eighteen must have their parent’s permission to use computers with Internet access at Mathews Memorial Library. A signature by a parent or legal guardian on the patron application will indicate the permission.
  • Users of library workstations are limited to two thirty-minute sessions per day. However, if no one is waiting, the user will be granted unlimited thirty-minute time extensions for each session. There are no time restrictions for wireless access.
  • Users are allowed to print electronic files or copy them to personal media or media (diskette or CD-R) provided by the library. The charge for printouts is $.15 per page. The charge for media is $1.00 each. Printing services are not available from your wireless device.
  • Users should be aware the library workstations and/or personal wireless devices are located in a public place and may be viewed by other people. Privacy and confidentiality cannot be assured.

Unauthorized Use

Unauthorized use of the Internet Access Service will result in the loss of access privileges. Parental notification may be sent if a child under age of 18 violates guidelines. Restoration of privileges may be requested after one year. The following are prohibited:

Illegitimate Use of Internet Services
Using another person's library card, or other forms of misrepresentation to gain access to library workstations or wireless service.

Personal Software
Using or installing personal software on library workstations.

Spamming and Invasion of Privacy
Sending of unsolicited bulk and/or commercial messages over the Internet using the Service or using the Service for activities that invade another's' privacy.

Intellectual Property Right Violations
Engaging in any activity that infringes or misappropriates the intellectual property rights of others, including, but not limited to, patents, copyrights, trademarks, service marks, trade secrets, or any other proprietary right of any third party.

Obscene or Indecent Speech or Materials
Using the Service to advertise, solicit, transmit, store, post, display, or otherwise make available obscene or indecent images or other materials deemed inappropriate as defined in any local, state, or federal statute. Mathews Memorial Library will notify and fully cooperate with law enforcement if it becomes aware of any use of the Service in any connection with child pornography or the solicitation of sex with minors.

Defamatory or Abusive Language
Using the Service to transmit, post, upload, or otherwise make available defamatory, harassing, abusive, or threatening material or language that encourages bodily harm, destruction of property or harasses another.

Disruption of Other Library Patrons
Accessing any sound, visual or other type of file that may disrupt other library patrons.

Forging of Headers
Forging or misrepresenting message headers, whether in whole or in part, to mask the originator of the message.

Accessing illegally or without authorization computers, accounts, equipment or networks belonging to another party, or attempting to penetrate security measures of another system. This includes any activity that may be used as a precursor to an attempted system penetration, including, but not limited to, port scans, stealth scans, or other information gathering activity.

Intentional Damage
Damaging or attempting to damage any Mathews Memorial Library computer equipment or software.

Distribution of Internet Viruses, Trojan Horses, or Other Destructive Activities
Distributing information regarding the creation of and sending Internet viruses, worms, Trojan Horses, pinging, flooding, mail-bombing, or denial of service attacks or like matters.

Consuming Excessive System Resources
Obstructing other people’s work by using excessive bandwidth or any other activity that disrupts the use of or interferes with the ability of others to effectively use the Service or any connected network, system, service, or equipment.

Facilitating a Violation of this Agreement of Use
Advertising, transmitting, or otherwise making available any software product, product, or service that is designed to violate this Agreement, which includes the facilitation of the means to spam, initiation of pinging, flooding, mail-bombing, denial of service attacks, and piracy of software.

Export Control Violations
Transferring of technology, software, or other materials in violation of applicable export laws and regulations, including but not limited to the U.S. Export Administration Regulations and Executive Orders.

Other Illegal Activities
Using the Service in violation of applicable local, state and federal laws and regulations, including, but not limited to, advertising, transmitting, or otherwise making available ponzi schemes, pyramid schemes, fraudulently charging credit cards, pirating software, or making fraudulent offers to sell or buy products, items, or services.

Children & the Internet

  • Parents or guardians must sign application to allow children under age 18 to use the library’s computers.
  • Children with permission will receive a library card indicating parental consent. This card must be presented each time to use the library’s computers with Internet access.
  • Juveniles and young adults under age 18 are allowed to use only the public access computers located in the Youth Wing and the Teen Territory of the Library or patron-owned laptops or other wireless devices.
  • Parents are responsible for monitoring their child's use and selection of all library materials and services, including the Internet on the Library's workstations.
  • Parents are responsible for ensuring their child understands and abides by the terms of this policy.

Wireless Network Usage Guidelines

The Mathews Memorial Library provides a public Wi-Fi network for patron usage.  This wireless network uses standard WPA encryption to offer a more secure and private Internet connection for library patrons.  This requires that patrons obtain the Wi-Fi encryption key at one of the library’s circulation desks and enter it in the appropriate place on their laptop or mobile device.  At the time the patron requests access to the Wi-Fi network, they are asked to present their library card in order that library staff may verify that the patron has agreed to the library’s “Public Computer and Internet Access Use Policy” and is in good standing, i.e. their account is not blocked due to excessive overdue items or fines or any other reason.  Patrons who are not registered patrons of the Mathews Memorial Library and visiting the area may also use the Wi-Fi network by presenting a valid picture ID at the circulation desk.  The picture ID is requested to ensure that the individual does not have an existing library account.  The patron is then presented a copy of the library’s “Public Computer and Internet Access Use Policy” which they must subsequently agree to by signing the “Visitor Computer and Internet Registration” form.

The Mathews Memorial Library provides access to research databases including NewsBank, Literati, FindIt Virginia, Ancestry, and Heritage Quest.  Various authentication methods are employed by vendors to ensure that these services are available only for library patrons.  The purpose of authentication is not, however, for creating a personal account for patron access to private search data.  Users within the library are authenticated using industry-standard IP address authentication to gain access to these databases via the library’s LAN (wired network) and Wi-Fi networks.  Remote authentication methods for users outside of the library vary between different databases.  Some databases require library card number and other databases are authenticated through a referral from the library’s website homepage.  Within certain database websites, the user can choose to create a personal account to customize their experience by saving data such as search terms and articles. You don't need a personal account to access any products and any data saved in a personal account is completely private and not accessible by library staff.

  • Library staff is not to be considered experts or resources for configuring personal equipment.
  • Users will be required to present a valid patron ID or other appropriate identification each time the service is used and enter a wireless encryption key on their wireless-enabled device in order to access the service.
  • Wireless service is available only during normal library operating hours.
  • The Mathews Memorial Library assumes no responsibility for the configurations, security or files on your laptop or wireless device resulting from connecting to the service.

Staff Assistance

Library staff will assist patrons with computer and Internet use as time permits. Staff assistance is available primarily to help patrons with computer functions that carry out the library’s mission of providing access to information. Formal computer instruction may be provided at designated times. Trained staff may not be available at all times and cannot be considered “experts”.

Rights of Patrons

The standards of the Board of Trustees of The Mathews Memorial Library for traditional library media shall apply to electronic media as well, Including the Internet. Library staff will treat the contents of electronic files as private and confidential. Applicable Federal and Virginia laws as well as policies of MML will govern any inspection of electronic files, and any action based upon the inspection.

Notice of Policy Violations

The Mathews Memorial Library requests anyone who believes that there is a violation of the Patron Computer and Internet Access Use Policy to notify the staff immediately or direct the information to: This email address is being protected from spambots. You need JavaScript enabled to view it. This email address is being protected from spambots. You need JavaScript enabled to view it. .

Mathews Memorial Library does not monitor information accessed through the Internet and cannot warrant that the information is accurate, authoritative, complete or inoffensive. All users of this service agree to hold Mathews Memorial Library harmless from any and all claims, losses, damages, obligations, or liabilities, directly or indirectly relating to the use of the online catalog, the Internet, or the databases, software, and hardware provided by Mathews Memorial Library caused thereby or arising there from. In no event shall Mathews Memorial Library have any liability for lost profits or from indirect, special, punitive, or consequential damages or any liability to any third party, even if the Mathews Memorial Library is advised of the possibility of such damages.


This policy was adopted March 2014.  Addendum for wireless network usage adopted June 2016.

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.

Disruptive Behavior PolicyThe mission of the Mathews Memorial Library is to provide the highest quality library services to fulfill the informational, educational, recreational and cultural needs of the citizens in the dynamic and changing community of Mathews and further, to recognize changes that occur in the community and to adapt these changes to the delivery of people-oriented library services.

Disruptive Behavior is any activity which endangers the perpetrator or others, interferes with the library business of other patrons or staff, or is illegal.  This may include any activity which results in harm to library equipment or services.
A patron who is disruptive will be notified that the behavior is inappropriate.  If the behavior continues, the patron will be asked to leave the library.  If the patron refuses to leave, local law enforcement officials will be called.  Disruptive behavior on the part of a library patron may result in the suspension of an individual’s library privileges for a length of time to be determined by the Library Director.
This policy was adopted April 2006.

Policy on Unattended Children

The Mathews Memorial Library is not responsible for unattended children.  The library expects that children under age ten will be accompanied at all times by their parent(s) or an adult responsible for them.  If there are unattended children, who are under age thirteen, in the library at closing time who have no way to return to their homes or who are waiting for their parent(s) or a responsible adult to pick them up, staff will try to contact the children’s parents or guardian by telephone.  If the children’s parent(s) or guardian can not be reached by phone, staff will notify the Mathews Sheriff’s Office of an unattended child at the library.  Library staff will not provide transportation for library patrons, nor will staff be responsible for children after hours.


This policy was adopted May 2006.


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.

I. General Policy
The purpose of this policy is to provide the Mathews Memorial Library an institutional framework concerning the acquisition of library materials. Through the use of this policy and thoughtful review of potential library materials, the Library will strive to provide the community with various types of media containing valuable information and a wide choice of quality literature.
General Boundaries of the Collection
The Library will acquire materials for the collection that serve the interest and informational needs of Mathews citizens. Currently, the collection stands at 34,000 items including all media. Due to strong public support, the Library has been able to grow at an annual rate of approximately five percent per year. The continued growth of the collection will reflect the broad range of interest and needs of our community, and the different educational levels will be addressed through the implementation of this collection policy.
II. General Priorities and Limitations Governing Selection
Forms of Materials Collected/Excluded
In this age of technological advancement, it is important that the library provide information in different mediums. With this in mind, the library offers its patrons a wide variety of choices and formats. Print formats include fiction and nonfiction books, periodicals, as well as local, national and international newspapers. Print reference materials are a very important part of the library collection and will be purchased on a regular basis. 
Books on tape and CDs serve a wide variety of ages and are increasingly popular. The acquisition of items in these formats will also be purchased on a regular basis.
Materials will only be excluded from consideration if they do not provide a reasonable value-added or financial return on their purchase. The professional staff will make these collection decisions.
Languages, Geographical Areas Collected/Excluded
The overwhelming majority of Mathews citizens are English speaking. Because this is the case, that will be the priority in our collection development. However, there is a small but growing population of Hispanic citizens whose needs should be addressed. By beginning to build-up a portion of the collection directed at these citizens, we will be able to better meet their needs. 
There is a deep interest in our patrons about local and regional history/culture, and these interests will be reflected in the collection development process.
Chronological Periods Collected/Excluded
It is the aim of the Library to keep the collection as “up-to-date” as possible. Given that many of our patrons are reading for enjoyment, it is important to maintain a collection of the latest and most popular fiction books. The same should be true for the fiction collection we maintain for our younger patrons. It is important that they have access to popular titles.
In the non-fiction section, the Library will concentrate on those materials that have a particular appeal to our patrons. Examples of such would be books on the marine environment, restoring old homes, gardening and home entertaining. These books should be reconsidered occasionally to ensure the accuracy and relevance of the information they contain. 
Books that should be preserved regardless of copyright date are those that hold some other historical value, particularly those that have to do with the history of Mathews County and its surrounding areas. 
Duplication of Materials
The purchase of duplicate materials will be carefully considered. Given the limited funds available, multiple copies of a book should only be purchased if there is an overwhelming public interest in a title. When this is the case, paperback copies will be considered as an option. It is important to balance the budgetary needs of the institution with the organizational mission to provide patrons with what they want. This should not be done at the expense of the Library’s greater collection “integrity.”
Funding Consideration
The most important funding consideration for the Mathews Memorial Library is the question of “integrity.” Patron interests and needs are important and must be balanced using available funds. Careful consideration should be maintained when deciding how to spend the money of benefactors and taxpayers. With the greater good in mind and a balanced collection the goal, collection and funding decisions lie at the heart of the library mission.
Regional, National and Local Cooperative Collection Agreements
It is the policy of this institution to enter into those cooperative agreements that will prove beneficial to our patrons. Examples of these are well thought out regional interlibrary loan programs and participation in the “Find-It-Va” online database program that is made available through the Library of Virginia. Any program that may provide literary or educational benefit to our community should be examined for compatibility with the mission of the library. If found to be beneficial, participation in that program should be pursued.
Legal, Regulatory and Policy Requirements of the Institution
The County Board of Supervisors appoints a library governing board of trustees consisting of  members. The Board of Trustees is granted all powers necessary for the management and control of a free public library system. The members have control of the expenditures of all money available to the Library, and their decisions will be made in accordance with local, state and national law.
III. General Collection Practices
Collection Responsibilities and Selection Procedures
The Board of Trustees is legally responsible for the selection of all materials for the public library. The Board delegates this responsibility to the library director.
Gifts Policy
The Mathews Memorial Library encourages gifts of materials or currency from groups and individuals in any form. These gifts must meet collection development policy guidelines before being put in the collection. Gifts donated become the property of the Library. The Library retains the right to dispose of unneeded materials or gifts by selling, exchanging, giving away or disposing of the donation.
The Library cannot be responsible for the appraisal of gifts for income tax or other purposes.
Collection Maintenance
Weeding and withdrawal are important aspects of the collection development policy. The director and staff are responsible for the timely deselection of the collection.
Criteria for weeding are based on content, condition and use patterns of library materials. Items that are outdated, superseded, obsolete or inaccurate will be weeded. Careful examination will be given to materials older than three years in the fields of science, health, medicine, finance, law and inter-related topics. Items that are worn, books whose pages are torn, soiled or missing or with broken spines, torn covers or frayed bindings will be weeded from the collection. These items may be considered for binding or repair if the expense is minimal in light of replacement costs. Materials not circulated for three to five years, unused duplicates, subject not within the scope of collection policy or unneeded volumes or sets of books will be deselected.
Complaints and Censorship
Mathews Memorial Library tries to provide free access for the public to all points of view as long as budget, space and availability of materials will allow. Items will not be included or excluded in the collection because of political views, language; controversial content; the race, religion, or nationality of the author or other responsible party; or the approval or disapproval of an individual or group. The Library will attempt to impartially select materials that represent a wide range of views.
When a complaint is made, the following procedure is to be followed by staff:
Listen calmly and courteously to the complaint. Remember the person has a right to express a concern. Communicate with complainant to explain the need for diversity in library collections and the use of library resources. In the event the person is not satisfied, advise the complainant of the library policy and procedures for handling reconsideration of materials. If patron continues to object to any item in the collection and wants to have the item formally reconsidered, the following procedures will be followed:
  • A “Request for Reconsideration of Materials’ form must be completely filled out.
  • The Library director will consult with the Library staff concerning the request. The results of this consultation will be shared in writing with the patron in a timely manner.
  • Appeals are then sent to the Library Board of Trustees who will examine the case in conjunction with the Director in a timely manner, given time to become familiar with the materials if necessary. The results of the Board hearing will then be shared in writing to the patron.


This policy was adopted June 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.

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 (MML) supports the President of the United States and congressional leaders in our nation’s efforts to preserve and protect the many hard-fought freedoms we enjoy as Americans.
Public libraries are facing a dilemma of having the responsibility of protecting the privacy of our patrons while responding to legitimate national security concerns. The MML recognizes the confidentiality of information sought or received and materials consulted, borrowed or acquired by a library user.
The Library will do its utmost to uphold the privacy and confidentiality of patrons’ free access to information. The Library will rely on existing laws and library policies to ensure this goal is met.
About the USA Patriot Act of 2001
Under the USA Patriot Act, Public Law 107-56, library circulation records, interlibrary loan requests, use of public computers for the Internet, e-mail or chat could be subpoenaed.
The Act may provide law enforcement broader boundaries when investigating information accessed and transmitted by patrons with regard to national security concerns. Access to patron information may include but not be limited to:
Database search records. These records refer to the searches of the collection a patron may conduct on the Online Public Access Terminals (OPAC). Once a search is conducted, the software does not retain a copy of the search. Any records of the search will not exist.
Circulation Records. Patron material is circulated via the aGent Verso integrated library system. The circulation software tracks materials currently checked out.  The software will only maintain a history of circulation transactions if the patron opts-in to show previously checked out items on the patron registration form.  Otherwise the reader’s borrowing record is automatically erased once a book is returned.
Computer Records. Patrons use their name and  library card number  to sign in and access available public computers using the CybraryN public computer management software. This login information is retained only during their current session.  All login data becomes anonymous once the patron has logged off the computer.  Any paper records containing the patron’s information are destroyed on a daily basis.
Inter-library loan records. Patrons may borrow items not owned by the MML from other libraries worldwide via Inter-library loan (ILL). The MML tracks items currently being borrowed and generates a paper record with patron information. Once the materials are returned, the paper record is destroyed.
Reference interviews. A reference interview occurs when a patron looking for information approaches a library staff, and staff assists the patron in obtaining the information needed. No paper record is kept from the interview that has patron information on it. 
Policy and Procedures for Complying with Patriot Act
The MML staff will comply with law enforcement when supplied with legal subpoena or warrant.
Staff Procedures
Staff will follow these procedures if someone asks for confidential patron information or presents a subpoena or search warrant.
  • Members of the staff who are approached by anyone alleging to be a law enforcement officer should immediately contact the director or designee. No information is to be disclosed. Local and state officials cannot administer search warrants generated under the federal USA Patriot Act.
  • If the person is not a law enforcement officer, or the officer does not have a subpoena or search warrant, the library will not furnish any confidential patron information. The Virginia Freedom of Information Act (FOIA), § 2.2-3704 of the Code of Virginia protects the privacy of library patrons.
  • The director will ask for identification and the subpoena or search warrant and immediately contact the County Attorney for assistance in review of the documents’ legal sufficiency. This procedure will be explained to the officer, and the director will ask for time to consult with the County Attorney and to respond to the request. Identification of the officer will be photocopied and the County attorney will be requested to assist on site during the search.
  • Some search warrants or subpoenas issued under the Act come with a gag order attached, preventing staff from telling the patron or the public that information has been provided to law enforcement (FBI). The Act includes language to immunize librarians against civil suits in such cases.


This policy was adopted July 2005.