University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Mar 8, 1955

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Array 4 f-
No. 93
MINUTES OF FEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, MARCH 8, 1955, at 10 a.m.
Present: Fir. Harlow, Mr. Rothstein, Fliss Lanning, Fliss Smith,
Miss Fiercer, Miss Alldritt, Fliss Rutherford, Fliss Fugler.
Fir. Harlow reported that Miss Jefferd had returned to
work on Flonday, by her own report as good as new, and that
Fir. Lanning came back to the Library again on Flonday and will be
working on a half-time basis for a period; he welcomed them back
to the Library after their sojourn in hospital. Miss Betty Colley
is in St. Paul's Hospital, making a good recovery from an operation on last Thursday.
STACK "WELL"
The hollow tile has now been removed from the south wall,
the inner side of the window openings has been bricked up, and the
outside of these openings is being worked on now. Fir. Harlow hopes
that the interior plaster wall will be replaced immediately in ordei
that stacking may proceed without delay as soon as money is available. He has asked that the temporary south door, which Extension
has asked to have retained in the outer wall, be bricked up, since
he expects to have the new stack installation fairly soon.
IBM ELECTRIC TYPEWRITER
This new machine has been acquired for the Acquisitions
Division in order that maximum use may be made of the multiple
forms system. New forms are to be printed which will speed up the
work of the department very considerably by permitting six to eight
copies for different purposes to be prepared in one typing.  The
machine can also be used"to type masters for multilithing.
NEW F1ICR0FILM READER
A new Recordak reader of a different type from the big
Recordak now in use, is on order and should be in the Library soon.
Present facilities are quite inadequate to the demands being made
on them, and faculty have to make reservations to use the one
reading machine.  Demand is also increasing as more microfilm
material is acquired.
OPEN HOUSE—Post-Mortem
The Librarian believes that the Library exhibits were a
very real success, and he has heard many complimentary remarks sine
Saturday, in addition to those made during Open House.  He expresses
his appreciation to everyone concerned with the displays.
Fir, Rothstein said that every staff member had not only done the jot
assigned on the schedule, but that many had done a great deal more
than asked; one or two minor emergencies had brought more offers to
fill the gaps than could be used.  A number of staff members have
commented that they learned a good deal while working on the project
and Mr. Harlow felt that most people had enjoyed the work. 2 '^
There were, however, several complaints that the work load
was not fairly divided, that too much time and money were spent on
Open House, and that library service should not be suspended.  It
was also suggested that Open House be spread over two or three days,
since it is impossible to see everything in one day; or that it be
given in a series of evenings so as not to disrupt the operations of
the University. Fliss Lanning remarked that the normal work of her
division did double the day before Open House and she doubts
whether students suffered from lack of service. Those who thought
the money wasted said that Open House attracted only people who are
already interested in or connected with the University and did not
reach the general non-University public. Fir. Harlow reported the
President's statement that in so far as the future of the University
is concerned, the impression made by Open House upon the Premier
and upon members of the Legislature alone was worth all the trouble
involved.  The Minister of Education also stated that the influence
of Open House upon this group was of vital importance.  The introduction of young people, even of'elementary and high school age, to
the institution is also a useful achievement, and the very wide
publicity which the University received through newspapers and TV
will be of cumulative value.  If local citizens and the city government will begin to consider Vancouver "the home of the University"
rather than regarding the University as an outside and competing
influence, the University's development will be more secure.  It was
also felt that the affair has to comprise one big show upon which
publicity can be concentrated rather than having it broken up into
two or three days of events; people do not see everything, but they
see what interests them most and can plan to visit other areas of the
University next time.
At FlcGill University, on Open House day, the Library is
reported to operate as usual and visitors see it in its normal state.
It was remarked that this library with its fairly restricted passageways could not operate normally with thousands of visitors pouring
through the building.  Some people would like to see it carrying on
its usual business, but if this were possible under Open House
conditions, the Library could hardly be the only department in the
University to attempt such a thing.
It was suggested that the Library displays might be broken
into smaller units instead of being concentrated in the middle of a
very large room.  This was thought to be a useful proposal, if it
could be done without losing the feeling of spaciousness and quiet
in the Ridington Room which was probably a welcome relief for people
who had been in crowds all over the campus. Another matter to be
considered is the view people had as they approached the Ridington
Room. From the catalogue corridor the Ridington Room appeared as a
large, almost empty space, and a series of panels might lead on the
eye and interest" to the room itself.  The spaciousness in the
Ridington Room did result in the displays there getting much more
careful attention than those in the crowded Main Reading Room.
The partial blocking of the passage between the Flain Reading Room
and the Ridington Room by plywood partitions (French exhibit) was
unforeseen and will be prevented another time.  This tended to sidetrack the Library displays to some extent.  It was also agreed that
the display of microreproductions and maps should be made more
accessible or at least" more evident to persons entering the room. 3
Serials, which had beautiful displays, was off the beaten
track and did not attract so many people.  The dim, narrow stairway
from the Main Reading Room does not invite use.  Perhaps Serials
should next time have its display in the Ridington Room with the
others. Fir. Rothstein remarked that the Library keyed Its displays
to a select group of interested people and that many of these people
did see them; to attract a very large, general crowd would require
re-orientation of the displays.
The ground floor corridor was too bare; the installation o
panel displays there would attract interest and give a more welcomin
appearance to the building. This space is poorly lighted but it cou
be made eye-catching. The history of the University displayed there
did get a lot of attention and was worth a more attractive setting.
Quite a number of visitors inspected the stacks and seemed
to enjoy the opportunity to do so.  This area would be of interest
to only a limited group.
The films showing library service were well attended
considering that a long climb to the top floor was involved.  The
possibility of using the dark end of the more convenient Reserve
Book Room for films next time was considered.  A member of faculty
suggested that slides might be projected on the upper reading room
walls.  The Ridington Room would be too bright for this.
o
The placing of the directional signs is most important
and will be given even closer attention next time. Definite
arrangements should be made to have guides in the front hall, too;
they were obtained this time as an afterthought.
The student Open House Committee, led b3r Fir. Don FIcCallum,
did a very good job; the Library received excellent cooperation, and
both the Open House Committee and the Library's student assistants
willingly worked late on Saturday to finish cleaning up.
It was observed, from experience in the microreproduction
and map displays, that people seem to feel more at ease and are more
likely to ask questions in a small, secluded space, in comparison
with the big, open displays.  The use of alcoves and plywood partitions to give a sense of intimacy might be used next time to overcome
this difficulty.
The possible use of display space next time to recruit for
librarianship was mentioned; there was a recruiting display in the
Home Economics building, and a similar one could be put to use here.
There were complaints that the food services were inadequate, but it was felt that this would have been less true if the
Brock were available and had been used as it was three years ago
and probably will be three years hence.  It was suggested that
refreshment concessions from town be encouraged to come for the day
to the campus.
Fliss Smith, who borrowed display material from the Hudson':
Bay Company, has written to thank Mr. Michel for his assistance.
Mr. Rothstein said that anyone who bought display material for Open
House purposes should let him have the bills at once for payment. 6 /'
4
The Library's success this year will make it easier to ask for a
larger appropriation for its Open House expenses in future.
Mr. Harlow reported that he attended the opening ceremonies in the Field House and the official luncheon at which the
Premier and members of the government were present; in the afternoo;
he took Mr. Williston, the Flinister of Education, to the plane, and
in the evening attended the High School Conference dinner.  The res-
of the time he was in the Library.
Any other comments or suggestions about Open House that
may occur to staff members should be passed on to the Librarian.
COPYRIGHT COMMISSION
Fliss Smith wrote to Dr. Lamb about the possible dangers tc
library import privileges in the present deliberations on copyright regulations and received a reply from him indicating that he
and Fliss Morton have been keeping a watching brief on behalf of
library interests.  The Commission is in recess now and will reconvene in May. Fliss Fiercer also wrote to Fliss Florton, and Mr. Harlow
has talked to Fir. Peter Grossman and written to Fir. Willard Ireland
about the situation.
NEXT WEEK'S AGENDA
This will include discussions of the Library's policy in
regard to following the L.C. classification schedule and of the
services to be expected from the National Library.
ACQUISITIONS
Heart. V. 1-16, 1909-1933.
Royal Entomological Society of London.  Transactions,
1902-1951.
The following are gifts from the Sun Life Assurance Co-
Actuarial Society of America.  Transactions, V. 13-23,
1917-1923 (incomplete), v. 24-50 pt. 1, 1923-1949-
American Institute of Actuaries.  The Record, V. 1-37,
1909-1948 (incomplete).
Society of Actuaries. Transactions, V. 1-6, 1949-1954.
The meeting adjourned at 11:30 a.m.

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