University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Jul 4, 1950

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Array MINUTES OF WEEKLY STAFF MEETING 	
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, JULY 4, 1950, at 10 a.m.
Present: Dr. Dunlap, Miss Jefferd, Miss Lanning, Miss Smith,
Mr. Rothstein, Mr. Lanning, Miss Fugler.
Dr. Dunlap announced that he would be on vacation during
the next two weeks.
The matter of library hours for Summer Session was
mentioned, and Miss Lanning said she would be in touch with the
president of the Summer Session Students' Association this week to
learn their wishes. Dr. Dunlap asked Miss Lanning to advise the
president of the Association to canvass the opinion of the meeting,
and not to accept the verdict of a few articulate persons. If
there is a genuine demand by most of the students for the Library
to be open in the evening, the necessary arrangements will be made,
but unless a good proportion of the students wish to make use of
its facilities during the evening the Library will not open.
Miss Elizabeth Morton, Executive Secretary of the
Canadian Library Association, has informed Dr. Dunlap of her
intention to visit the Pacific Coast and has asked whether the
first week in October would be a suitable time for her visit to the
University Library.  It was agreed that the time mentioned would
be satisfactory. Miss Smith remarked that during the CLA
Conference several persons had urged Miss Morton to make more
frequent visits to the distant parts of the country, and to spend
sufficient time in each locality to become well acquainted with
its situation and problems.
Miss Lanning brought to the attention of the meeting a
sample of the difficulties she encounters in dealing with members
of the Faculty of Law. There is a strong tendency on the part
of the Law staff to borrow from the main Library books which they
then shelve in the Law Library and insist on retaining there.
It was pointed out that Mr. Kennedy, the contact man for Law, had
been very helpful in many ways, and Mr. Lanning recommended that the
matter be brought to his attention and his aid solicited to deal
with the problem.
The Sedgewick Memorial Room was discussed, and Dr. Dunlap
gave a brief statement of progress to date. The Reference
Division is composing a list of titles of Books to be purchased.
Dr. Dunlap said he would like to see generous collections of
biography, travel, and the more popular type of science books as
well as representative fiction.  There should also be some periodicals
available there. The present Rental Collection will not be moved
to the Sedgewick Room, but the displays of new books should be
shown there. Dr. Dunlap said he would be glad to receive suggestions for titles to be included in the Sedgewick Room collection. He would expect about half of the books to remain in that room
permanently, the others to remain there for from six months tol,
two years or so. The books are to be accessioned, and one carcT
for each entered in the main catalogue, but there will not be any
call numbers on the books. Dr. Dunlap said he would like to see
the collection arranged in four general sections: humanities,
sciences, the world today, miscellaneous (sports, hobbies,
photography, etc.).  It was agreed that there should not be any
stamp, book pocket or card in a Sedgewick Room book. Any title
which is later transferred to the main collection can be provided
with these at the time. A bookplate only will identify the volume
as part of the Sedgewick Room.collection. //
The matter of a suitable bookplate was discussed.
Miss Jefferd remarked that the University had on a previous ^c«a^«^
offered a prize to the students of the Vancouver School of Art
for a bookplate design. It was also mentioned that Mr. Lawren
Harris, who was a close friend of Dr. Sedgewick's, might be
interested in the subject. Dr. Dunlap undertook to find out
whether this was so.
Miss Jefferd asked whether there would be a formal
opening of the Sedgewick Room and Dr. Dunlap replied that there
would be, and that he expected the President would officiate on
that occasion.
In reply to questions about the money available,
Dr. Dunlap said he was endeavouring to persuade the Class of '48,
which had made about $1500 available for gramophone recording
booths, to abandon that project and devote the money to the
Sedgewick Room. The cost of suitable lighting was high, and the money
would go to meet this item of expense. The question of flooring had
been discussed and estimates requested from two firms, one of which
had submitted figures.  The other has not yet provided the information requested. Dr. Dunlap said that Miss Rose of the Home
Economics Department had taken a great interest in the conversion of
the room and had spent much time and enthusiasm on plans for it
already.
Miss Smith asked about funds for the purchase of the
book stock for the Sedgewick Room, and Dr. Dunlap replied that he
had no money in hand for the purpose, but he felt sure that when
the room was properly equipped and ready for the books, money would
be found for them.
Miss Lanning reported that Mr, Armitage, a former member
of the staff, had asked for a carrel.  Since carrels will be allotted
only to fifth year students in the coming session, the request was
refused. Dr. Dunlap asked what provision, if any, could be made
for faculty in the stackroom. He would like to see a few carrels
on each deck made available to faculty. After general discussion
it was decided that two carrels on each deck, close to the elevator,
should be reserved for faculty and should have signs in them to
advise students of that fact. Whether instructors and lab
assistants should be included in faculty was discussed, and it was
finally agreed that no line could be drawn.
Miss Lanning said she planned to assign carrels only to
graduate students writing theses. All other fifth year students mil have stack permits only.
Miss Lanning also asked whether the Library should
continue the present practice of sending a collection of books
to the Nursing Department's reading room, receiving them all back
in May for inventory and shelving them in the main Library, and then
in June sending them back to the Nursing Department. Mr. Lanning
said he objected to having the periodicals handled twice a year
by truck.  It is rough treatment for them, and he preferred to
subject the periodicals to it once a year only. Miss Lanning
suggested a conference with Miss Mallory when she returns, to
decide on a basic collection which the main Library would send to
the Nursing Department and leave there.  The Library would order
second copies of material needed by other departments. At present
the Nursing Department has 270 books from the main Library.  The
whole problem of departmental libraries has still to be dealt with,
and the reading room of the Nursing Department is involved in the
general problem. Until a definite policy is laid down it is
difficult to deal with individual cases.
Mr. Rothstein brought to the attention of the meeting
the possibility of confusion and difficulty in the Library's
accounts if the Library handles orders for departments which are
to be paid from non-Library funds.  So far these orders have been
few, but if the practice became more general a very difficult
situation might develop.
The meeting adjourned at 12 noon.

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