University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Mar 16, 1954

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 V
~>^
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, MARCH 16, 1953, at 10 a.m.
79
No. 65
Present: Mr. Harlow, Miss Lanning, Miss Mercer, Miss O'Rourke,
Miss Alldritt, Mr. Lanning, Miss Fugler.
FRENCH BOOK EXHIBIT
The exhibit has been removed from the Fine Arts Room, and
a list of titles has been prepared in the Acquisitions Division
indicating books which the Library would be glad to receive from the
French Consul when the exhibit has completed its tour. It goes next
to the University of Alberta.
FIRE HAZARDS
Shortly before the meeting this morning a strong smell of
burning paper was noticed around the public catalogue, but no cause
was discovered; it may have been the result of students lighting a
spill.  There is a constant need for staff to be on the watch for
such incidents in order to avoid serious or widely publicized damage.
FIRE CHIEF MILLER
Mr. Harlow expressed regret at the death of Mr. H. H. Miller,
the Fire Chief on the campus, who has always been a very pleasant and
helpful person to work with.
COST OF COLLECTING FINES
In order to learn the cost to the Library of collecting fines,
the Librarian asks that overdue notices be sent to his office for mailing,
as the bills are now, so that a record of postage may be kept.
Miss O'Rourke said that such figures for Reference are available in
that Division's reports, and it was agreed that this practice continue.
Notices and bills sent out by other Divisions should be mailed from
from the Librarian's office, beginning April 1, with the new fiscal year.
HACKER BOOKMOBILE
Mr. Harlow has been advised of the arrival of this travelling
display of books, chiefly out-of-print and rare books in the Fine and
Applied Arts which are being offered for sale by the Hacker Company of
New York. 'The Library staff and interested members of faculty will
be invited to inspect it. Mr. H. H. Boyesen will be in charge of
the collection.
WHO'S TOO M LIBRARY SERVICE
The Librarian asked whether all professional staff members
had received forms to complete for inclusion in the new edition of this
publication. Miss Mercer said that all members of the CLA should also
have similar forms pertaining to the new CLA directory. 0
-2-
BCLA BULLETIN
A note about Miss Jefferd's retirement has been sent in for
publication in the BCLA Bulletin, and the Librarian asked whether there were
other items.  Miss Mercer suggested a note about the UBC Library's means to
raise funds for the bursary, and Mr, Harlow asked her to prepare the note.
"Z" MATERIAL
Material in this classification which has been removed from
current reference shelves is now in the main stacks and Miss O'Rourke is.
providing the essential records to indicate its new location.
CANADIAN HISTORICAL SOCIETY PUBLICATIONS
Mr. Lanning submitted a draft report of the Library's holdings of
the publications of historical societies in Canada. The Library has good
files of some of the more important general journals and of some of the publications of other provinces, particularly of Ontario. The question now is
how far the Library should go in the local history field. Mr, Harlow
suggested that we should perhaps subscribe to the publications of the
provincial historical societies but not attempt to keep up with all the small
local organizations throughout Canada, except of course for British Columbia,
There is no one in the History Department now whose primary interest is in
this material, and we may need to take the responsibility for it; Dr, Sage
has retired, and Dr. Tucker is chiefly concerned with French-Canada.
Miss Ormsby, who teaches general Canadian history and is interested in local
history in British Columbia, is perhaps most concerned. Mr. Lanning will
provide a list of the provincial and local historical societies, indicating the
Library's present holdings.
EXTENSION DEPARTMENT MATERIAL FOR ARCHIVE
The President will ask the Extension Department to deposit copies
of all material which they print and publish in the University Archive. He
will also send a directive to other departments on the same subject and a
program for collecting will be outlined, with suggestions for disposing of
surplus material.
"QUIET CAMPAIGN"
We shall hope to have a "Quiet Campaign" during the first two
weeks of April, if the Extension Department can produce the notices by then.
Miss Lanning mentioned the comments in "The Ubyssey" of March 12, drawing the
attention of students to some of the worst practices in the reading rooms,
e.g., being noisy, saving seats by putting down books and then going away, etc,
Mr. Harlow has not received the report from the Student-Library Committee,
as stated in the article, but he will try to find out about it.
BINDERY
Miss Lanning reported one hundred rebinds and 434 paper-backs at
the Loan Desk,and it is planned to get many of them into the Bindery shortly. -3-
CATALOGUE AND ACQUISITIONS
Re-arrangement of these divisions to permit more convenient
operation is planned. It will re-locate in a more central position the L.C.
catalogue and other tools which are much used both by Acquisitions and
Cataloguing and provide a more direct line of procedure for materials to
follow as they go through the Cataloguing Division. The feasibility of
of providing small enclosures for the Heads is being considered. It is
planned to remove the wall which separates the present Head Cataloger's office
from the main area in order to provide more space for staff, and the cloak
room area may also be taken into the department, with coat space being
provided in each Division. If the requests for additional staff are provided
for in the budget, more space will be needed for desks. A shift of furniture
will be made at once, and changes involving structural alterations will be made
as soon as funds and permission are found, probably not for a number of
months.
MICROPRINT
The Microprint edition of some 4,000 English and American Plays
has been ordered (English plays, 1500-1800, American to 1830).
The Library has received as a gift the 18th Century "Atlas
antiquus sacre, ecclesiasticus et profanus" (1705), gift of Mrs. W. C. Shelly,
with some other books. It includes 35 maps of the Holy Land, 56 of Europe
and Asia, with two of North and South America. The maps are by a number of
cartographers,
BOUND VOLUMES OF EXAMINATION PAPERS
Students have complained about the size of these volumes, v\rhich
come to the Library from the Registrar already bound. Mr. Lanning will
discuss with Mr. Fryer how best to handle this material. The examination
papers are now kept at Reserve and are so badly damaged by the end of the
year that they are almost useless. The wear and tear might be somewhat less
if the books were smaller and lighter. Mr. Harlow is anxious to meet some of
the students' requests if possible. Little can be done about the draft in
the Ridington Room, mentioned by the students, and if they write the Librarian
about it he will try to explain the difficulty—it is related to the design
of the building and has been investigated several times.
FACULTY ASSIGNMENTS
Miss Lanning exhibited two books which have been used almost to
extinction. Some faculty suddenly turn whole classes, numbering several
hundred students, on to one or two books which the Library has probably only
one copy each. If the Library could be advised ahead of time of such plans
it could try to get extra copies, but it receives no advance information
except from a very few professors. It is impossible to give adequate service
to 600 students with 2-hour loans with a single volume, yet the Library is
called upon to meet this situation every year. Some of the books concerned
are out of print.and would be quite difficult to replace.
Miss O'Rourke said that the same thing happens to certain
reference material, e.g., the Swift bibliography, which is being subjected to Pi
-4-
so much wear and tear that it will soon be beyond repair. Mr. Harlow remarked that when heavy use is being given a certain item that has continuing value, new copies should be ordered promptly, and a search should be
made for them if out-of-print. If Miss Lanning and others will give the
Librarian notes concerning the specific volumes and professors concerned he
will make investigations. He observed that library service is the library's
problem and we must cope with it by all useful means,
ACCOUNTANT'S REQUEST RE DELINQUENTS
Mr. White has sent the Librarian a list of students owing fines
of $5.00 or more, suggesting that the Library restrict service to them.
Mr. Harlow read to the meeting his reply, indicating the undesirability and
practical impossibility of doing this,
SUBJECT LISTS IN SERIALS
Mr. Harlow asked how these were progressing and Mr. Lanning
replied that they were delayed for the moment. They will be ready for the
opening of the Fall Term.
The meeting adjourned at 11:45 a.m.
PERSONNEL
Miss Edith Kisch, a graduate from the University of London,
with some cataloguing experience, joined the Catalogue Division on March 15
to replace Mrs, Holland who will leave at the end of the month. We
much regret Mrs. Holland's departure.

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