University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 3, 1950

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Array MINUTES OF  STAFF MEETING  HELD  IN
THE  LIBRARIAN'S  OFFICE  ON  TUESDAY,
OCTOBER 3,   1950,   at 10 a.m.
Present: Dr. Dunlap, Miss Jefferd, Miss Lanning, Miss Rendell,
Miss Mercer, Mr. Lanning, Mr. Rothstein, Miss Fugler.
Miss Rendell represented the Reference Division in the
absence of Miss Smith.  Dr. Dunlap welcomed Miss Mercer to the
staff meeting and invited her to attend during the month of
October.
Miss Elizabeth H. Morton, Executive Secretary of the
Canadian Library Association, will visit Vancouver early this
month and Dr. Dunlap asked Miss Mercer what was planned for the
visit. Miss Mercer replied that Miss Morton would spend Friday
at the University and Saturday at Vancouver Public Library.
The University will entertain Miss Morton at luncheon on Friday,
and the staff of the Library will have an opportunity to meet
her at tea on Friday afternoon. At 8 p.m. on Friday Miss Morton
will speak at an informal reception at the Vancouver Public
Library.  A meeting of the Committee which has been named to
consider the selection of a successor to Dr. Dunlap will be held
on Friday morning at 11 o'clock, and Miss Morton will be invited
to participate.  After Miss Morton reaches Vancouver it is
likely that further plans will be made for her to meet any
particular groups or individuals she especially wishes to see.
Dr. Dunlap stated that he had received a notice about
B. C. Library Week from Mr. Fox, Public Relations representative
of the Public Library Commission, asking if the University Library
could make use of 25 posters advertising the Week. Miss Mercer
explained that B. C. Library Week had originated with the Vancouver
Public Library and involved publicity for libraries in the Press
and Radio.  It had been turned over to the Public Library
Commission.  It was agreed that the University Library should
not make any special effort regarding B. C. Library Week.
The availability of Northwest books was discussed.
This collection is shelved with the Howay-Reid books, which will
be available only from 2 to 5 p.m. Monday to Friday and on
Saturday morning.  It was agreed that Northwest books should be
available to students for use in the Library whenever the Library
is open.  Dr. Tucker has assigned readings in some of these volumes
to one of his classes.  On the whole the Northwest material thus
assigned does not seem to be irreplaceable.  Dr. Tucker discussed
the assignment with the Library before giving it to the students.
The Northwest books were originalLy collected by students throughout
British Columbia and presented as a gift to the University.
Dr. Dunlap said he thought that if a Northwest book was rare it
should be absorbed into the Howay-Reid Collection.  Some idea
prevailed that this had already been done in some instances.
The Northwest books that are in continual demand should be sent
up to Circulation and handled there.
The servicing of books in rooms which are open for
limited periods during the day was discussed.  At present the
Reference Division undertakes to service books in the Fine Arts Room when that room is closed, and the question was asked
whether this procedure should be followed with Howay-Reid books.
Dr. Dunlap said he would not service rooms which are closed, except
in special cases.  It was pointed out that Howay-Reid books are
supposed to be read under supervision, not taken elsewhere in the
Library. The small faculty collection in the Librarian's office
was another problem.  It was decided that requests for books from
this collection should be handed in to the Circulation staff and the
books made available at a later time to be specified to the student.
Mr.'Lanning commented that all had to face the fact that not all
books could be available at all times.  The same difficulty in
regard to availability arises in the case of material in the bindery,
Miss Jefferd remarked that this would make valid the claim that
books were no more available in the main Library than if they were
elsewhere on the campus.
The matter of keys for the Library was discussed.  It
was Dr. Dunlap's opinion that the Head of each Division should
have a pass-out key and an inside master, and that no other master
keys should be required.  Keys to individual rooms were needed,
and the number of these was discussed.  Dr. Dunlap said he would
request the Department of Buildings and Grounds to make the
delivery door a pass-out door for the convenience of the Library
staff..
Mr. Lanning asked if anything could be done to minimize
the danger to staff from the low door leading from the stackroom
on floor 7 to room 750, which is used by both Serials and Reference.
Several persons have had encounters with the lintel.  After some
discussion Dr. Dunlap recommended the use of a spring door which
should be kept locked.  The act of pausing to unlock the door would
give time to notice the warning.  It was decided that the two
divisions that make use of the room should consider the problem
and suggest a remedy.
Mr. Lanning asked at what time in the morning the
delivery door should be opened.  Dr. Dunlap replied that the janitor
should open the door at 7:45 a.m. and leave it open.  Staff who
come on duty at 8 a.m. begin to arrive by that time.  The door
should be locked at 5 p.m.
The meeting adjourned at 12 noon.

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