University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Apr 7, 1959

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 M  I  N .  U  T  E  S
April 7, 1959.   No. 193
Reporting Division Heads Meetings and Other Matters of Interest to
University of British Columbia Library Staff
Present: NH, SR, MML, RJL, EBM, MAT, DF, JO'R, EF.
Mr. Harlow welcomed Fliss O'Rourke who will represent the
Reference Division during Miss Smith's absence.
Miss Smith on Library'Tour
Fliss Smith is on leave of absence for three months to visit
a number of libraries in the United States to investigate practices
which may have application to our planned divisional organization.
She is going first to Oregon, then down the coast to Berkeley, Stanford, and UCLA, and thence eastward.
Library Hours
11 p.m. Closing. During the first week of extended hours
it has been noted that there were in the Library at 10:30 p.m. on
Wednesday, 175 persons, on Thursday 135, and on Friday 129. After
the first night it has apparently been very quiet in the building.
Saturday Schedule. The last of the regular course
examinations will be held on Friday afternoon, May 1. The Library
will remain open until 5 p.m. on Saturday, May 2, in order to give
faculty an opportunity to return books for the annual check. On
May 9 and 16 the building will close at 12 noon, and starting on
May 23, the University closes on Saturday for the summer.
B.C.L.A. Annual Conference
The annual meeting of the British Columbia Library Association will be held in Manning Park on Saturday and Sunday, May 9 and
10. Fir. Harlow hopes that many of the staff will attend.
Library Committee
The Senate Library Committee will meet shortly to allocate
book funds to the subject departments of the University for 1959/60.
Mr. Harlow asked Mr. Lanning to provide a list of periodicals
recommended for purchase out of Committee funds.
Japanese Exchange
Notice has just been received from the National Diet
Library in Japan that the first shipment of Japanese government documents will be sent to UBC Library shortly. This is the beginning of
our regular exchange of government publications with Japan which has
been in a pending state for many months. Canadian government documents are being sent to the Diet Library from Ottawa. -2-
Summer Session 1959
Fliss Mercer noted that the new Summer Session Announcement>
which is now available, gives a full preliminary program of International Festival events.  During the summer a series of noon-hour
Interviews of festival personalities by Lister Sinclair will also be
offered in Buchanan 106. Mr. Harlow also remarked that the Arts
Resources conference which is to be held on the campus just prior to
the opening of the Festival will be attended by a number of the
festival artists.  Summer Session begins this year on June 29, not
on July 6 as stated in the winter Calendar.
Building Plans
Plans for the south wing of the Library are in their final
stage; they will be submitted to the Canada Council with a.renewed
request for the grant which is to be received.
New staff quarters were described by Fir. Harlow: a main
area of 28' x 52' will be provided on the mezzanine floor one flight
of stairs up from the Science Division reading room (and Concourse)
and just adjacent to the 6th level (new) elevator entrance. It will
provide open type kitchen facilities, tables and chairs for 32 persons in the dining area, and a lounge area separated by a movable
screen. Toilet and lavatory facilities for men and women are
provided.
University of Toronto Duplicates
A shipment of duplicates, chosen from the University of
Toronto Library by Mr. Harlow during his recent trip east, has been
received in the Library.
Inventory
Fliss Lanning, Dr. Rothstein and Mr. Bell discussed the
problem of inventory and a number of recommendations were made:
(1) that a thorough shelf-reading be done annually; (2) an inventory of collections represented by short shelf lists be taken each
year in order to maintain a correct location file; (3) a file of
slips for missing books to be kept from which re-ordering can be
done; (4) and an inventory of selected sections be taken from time
to time as circumstances permit.
With a shift of the book collection coming up next year,
upon the occupation of the new wing, inventory procedures might be
followed in April, May and June, prior to the move.
A schedule of work to be done by the Circulation Division
during the 1959 interval (relative to the return of books by faculty,
inventory and shelf-reading, and summer) has been drawn up and was
presented for information. 6
NRC Committee on Scientific Information
This Committee, of ^^fhich Mri Harlow is a member, is preparing a list of basic journals in the sciences which should be available in the several regions of Canada. A tentative general list has
been supplied by Fir. Jack Brown (Librarian of NRC) which is being
divided by subject field here and sent to some members of faculty
for comment and revision. Miss Fraser will handle the medical list
and Mr. Lanning will check a number of them. After the" combined
lists have been prepared a census of holdings across Canada will be
taken and an attempt made to fill in existing gaps.
NCCUC
The Ftetional Council of Canadian Universities and Colleges,
which has established a research office in Ottawa, is considering a
study of the adequacy of university library resources in Canada for
advanced research. The Librarian and Dr. Rothstein have previously
written to the research office, making tentative suggestions for such
a study, and this letter will be circulated to Division Heads as a
basis for discussion at a later meeting.  It is very promising that
this step is being considered by this official, Canada-wide university
group
Bindery
The Bindery has received its second new piece of heavy
equipment, heavy duty board shears. Fir. Harlow described briefly the
proposed expansion of the.Bindery area to take in the janitor's
quarters and to open on td the space in the ramp formerly occupied by
the Anthropology office.  It will mean a major re-arrangement of the
Bindery, a matter which has been'given much consideration recently.
The binding schedule for 1959/60 is appended.
Budget for 1959/60
Fir. Harlow received the 1959/60 budget for the Library on
April 3. Although all the requests he made have not been granted, a
substantial proportion have been met, including increases in the book
funds, further grants to purchase books for the College Library, and
an increase in the amount for L.C. catalogue cards. The Librarian
asked for additional staff members, looking to the needs of an enlarged building, and although not all requests have been granted, the
following are provided for: a full-time Librarian I for the processing
divisions, one Library Assistant in each of Acquisitions and Cataloguing, a Clerk I in Cataloguing and one in Circulation, and a
librarian for the Asian Studies program; all new positions to commence
on July 1.
The meeting adjourned at 11:30 a.m. -4-
NOTICE
1^2
The Serials Division is trying to complete a set of
Canadian Library Association Conference Proceedings.
During the early years these were published in the
CLA Bulletin, and the following issues of the
Bulletin are needed: November 1950 and November 1951.
Assistance in filling the gap will be welcomed.
PERSONNEL
Resignations:
Mrs. Kathleen Brooks from her Library Assistant position in
the Serials Division, on April 30.
Miss Merle Handkamer from her position as Stenographer II in
the Reference Division, on April 30.
Mr. David Johnston from his" position as Library Assistant in
the Circulation Division, on April 30.
Promotion:
Miss Vera Traff from Clerk I to Clerk II in the  Librarian's
Office,  on April 1.
NEW ACQUISITIONS
Coussemaker, Edmond de. Scriptorum de musica medii aevi novam
seriem a Gerbertina alteram....  Flilan, 1931. 4 v.
Estienne, Henri. Thesaurus graecae linguae, ab Henrico
Stephano constructus. Geneva, 1572. 5 v.
Faraday, Michael. Faraday's diary, being the various philosophical notes of experimental, investigation.... London, 1932-36.
7 v. and index. BINDING SCHEDULE. — April 1959 - March I960
April
"Rush" Serials
Medicine
Reference
Late April
Rebinds
Cir.
Ref.
Fine Arts
Medicine
150
50
50
50
May
Returns of Dept. Serials
Abstracts, by May 5°
Reference
Medicine
Theses
Rebinds - Circulation
Medicine
June
Law: New      150
Rebinds    60
Fine Arts Serials
Rebinds - Circulation
Medicine
Reference
July
Medicine
Reference
Flush
August
Law
Rebinds: Cir.   250
Ref.    50
Medicine
300
200
100
300
100
100
150
300
100
210
100
300
100
100
250
300
500 (?)
100
300
100
50
50
300
100
100
October
Law
Theses
Rebinds - Circulation
Medicine
Reference
November
Medicine 100
Reference 100
Flush 500 (?)
December
Rebinds - Circulation 300
"Rush" Serials 100
Medicine 150
Reference 100
January
Law Rebinds 50
Medicine 100
Reference 100
February
Rebinds - Circulation    300
Reference 100
March
Medicine 200
Reference 100
TOTALS
(September 1958 - August 1959-
in brackets):
-schedule
September
B, C. Research Council
Medicine
Reference
100
63
150
Rebinds - Circulation
Medicine
Reference
Paper covers - are
likely to be well
over
1900 (1750)
1613 (1900)
1500 (1450)
1000 ( 800)
NOTE: The dating is for delivery into the bindery, and material should be
sent to Serials at the early part of the month. For example, the
"Reference 300" for July can be prepared in "slack" June and turned
in to Serials by July 1.
February 19, 1959.

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