As adopted by the Board of the Hepburn Library of Madrid, November 7, 2011. Updated 12/9/2019, reviewed and revised February 2024.

The following are rules and regulations of the Hepburn Library of Madrid. 

New Cardholders 

Complete a registration form and provide identification. Primary identification to be used is identification with a picture (preferably a driver’s license) which has the individual’s current address. If the address information on the picture ID is not current, then another form of identification must be presented which verifies the individual’s current address (example: a piece of mail, or a bill). Individuals who do not possess a valid picture ID, must present two documents that verify their current address.

Individuals will be able to sign out only (1) item until Library is presented with a confirmed current address.

Children 12 and under must apply accompanied by a parent or guardian and their signature is required on the registration form. Children 12-17 years need proof of residency, even if no parental signature is required.

There will be a $1.00 charge to replace a lost or damaged card.

Renewal Date for Library Cards: Expiration dates for library cards will be one year. Most renewals will require only a confirmation of contact information, and can be done electronically.

 General Policy 

Members must have an active library account to check out materials.

There is an overall limit of (20) items at one time on a library card.

A maximum of (5) DVDs/Blu-rays may be signed out at time on a library card.

Library cards must be renewed every year. 

Loan Periods 

Adult Fiction and Nonfiction books are loaned out for 4 weeks.

All NEW items are loaned out for a period of 2 weeks.

Juvenile and Easy Books are loaned out for 4 weeks.

All DVDs and Blu rays are loaned out for 1 week.

All Audios and CD formats are loaned out for 2 weeks.

Magazines are loaned out for 2 weeks. 

Playful Learning Center items that are not books are loaned out for a period of 2 weeks.

Multimedia items are loaned out for 2 weeks.


Materials will be available for pickup for 1 week after they are made available and processed.

Holds may be placed either in person or online.

There is a limit of 20 holds per patron.


Renewal Policy 

All items (except new items) may be renewed 2 times if there are no holds.

New items may be renewed 1 time if there are no holds.

Renewals are not allowed for items with holds.

Renewals may be done over the phone, by email, or in person, or online.


Overdue materials

Borrowing privileges will be suspended if borrower / user has 5 or more overdue items, and will not be restored until such materials are either returned or paid for.


Damaged and lost Materials 

If a book or other material is damaged beyond repair, the borrower is required to pay the billed amount.

Until the damaged item is paid for, the borrower / user may not borrow any item.

Items that are 45 days or more overdue will be considered lost. If the borrower does not return the items they will be responsible for replacement fees.



Library records that are deemed confidential are covered by New York State Law signed on June 13, 1988 (I CPLR 4509). 

The Hepburn Library of Madrid supports and complies with New York State Law (New York State Civil Service Practice Law & Rules 4509, Chapter 112, Laws of 1988) with respect to the confidentiality of library records. All library records relating to an individual patron’s personal information and use of the library and its resources are confidential. These records may be consulted and used by library staff in the course of carrying out library operations, but will not be disclosed to others except upon the request or consent of the library user, or pursuant to subpoena, court order, or otherwise required by law. Such disclosures required by law, may be made only by the Library Director in consultation with the Town Attorney.

These records are related to the circulation of library materials that contain names or other potentially identifying details regarding the users of public, free association, school, college and university libraries and library systems, of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests, or the use of audio-visual materials, films or records. These records shall be confidential and shall not be disclosed except that such records may be disclosed upon the request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute. 

Hepburn Library of Madrid adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users. 

Interlibrary loan

The Interlibrary Loan Service supports the mission of the library by providing expanded access to library materials and information. The purpose of the interlibrary loan is to obtain materials not available in the library. The library affirms that interlibrary loan is an adjunct to, not a substitute for, the library’s collection. In meeting patron needs, the library will exhaust local resources first, before requesting items on interlibrary loan.


1. An Interlibrary Loan request is defined as a request for library materials made on behalf of a library patron through DueNorth or OCLS systems.

Patron Status

1. Patrons must have a library card in good standing to use the Interlibrary Loan service.

2. Interlibrary Loan requests will not be processed for patrons with overdue interlibrary loan materials.

Borrowing Rules

1. Ten active ILL requests are permitted at any one time per patron. A request is active from the time it is initiated until the item has been returned and checked in at the lending library and the record is cleared.

2. Materials will be available for pickup for 1 week after they are processed. If an item was not picked up, it will be returned and will not be requested again.

3. Interlibrary loan materials are loaned to Hepburn Library of Madrid for 28 days, unless specified otherwise by the lending library. Patrons may request to borrow these materials for 28 days rather than the loan periods outlined in Madrid Library’s circulation policy.

4. Interlibrary loans may be renewed twice, and only if the lending library permits renewals.


1. The library does not charge fees for the Interlibrary Loan Service.

2. The lending library is responsible for the shipping charges incurred in the transfer of loans.

3. The library always attempts to borrow from libraries who lend free of charge. However, if an item is only available from a library which charges a fee for loans, the item will be requested only if the patron agrees to pay the fee.

4. The patron is responsible for overdue fees, repair or replacement costs. The library will make an effort to collect any such charges from the patron who received the materials.

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