University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] May 1, 1951

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MAY 1, 1951, at 10:30 a.m.
Present: Miss Smith, Miss Lanning, Miss Rendell, Mr. Lanning,
Mr. Rothstein, Miss Fugler.
Miss Jefferd was working oh inventory in the Howay-Reid
room and asked to be excused during the early, part of the
meeting.  She attended later.
Mr. Lanning corrected an error in the minutes of the
meeting of April 24, 1951•  The statement regarding paper-bound
books being in the pre-bindery should read: All the paper-bound
books are out of the pre-bindery and in the bindery.
Miss Rendell said that the Reference Division was
starting its open shelf inventory today, and hopes that some of
the staff will be able to keep on the job continuously until it
is finished.
It was reported that some faculty members are consistently
late in returning unbound periodicals. Miss Smith asked for
particulars in order that she might report to Dr. Cowan.
The routine for shelf-reading, which is to commence on
Monday next, was set forth in a typed instruction sheet which
Miss Lanning distributed to the Division Heads.  Comments were
invited. Miss Jefferd noted that to list all the books requiring
repairs, as requested, would cost heavily in time.  She wondered
if it would not be better to pull off all the mends when time
offered* Mr. Rothstein objected that this was just postponing the
job. Miss Jefferd pointed out that the bindery could .not handle
all the work at once.  Mr. Lanning believed the Loan Desk staff
might do some weeding of material, selecting books that require
replacement.  Only the Loan Desk staff know which books are needed
and which can be discarded.  Miss Jefferd remarked that not all
persons apply the same standard in assessing repair or rebind needs.
Mr. Lanning said that a great deal of work would, be involved in
going through the books and deciding which require repairing, which
are too expensive to replace and should be rebound, etc.
Mr. Rothstein believed that a list made at the time of shelf-reading
would be useful: some books require immediate attention, others are
not much used and could be left for the present.  There is no other
time in the year when all the books are on the shelves.
Miss Smith doubted whether the staff could do the shelf-reading and
make notes of this kind in the three-day period available.
Mr. Lanning expressed the opinion that with inexperienced staff
doing the job, there will be a lot of worthless notes regarding
repairs and rebinding, so many that not more than 10$ could be
dealt with.
Miss Lanning suggested approaching the rebinding problem
from another angle.  Miss Smith suggested having Miss Lanning and
Mr. Rothstein survey the shelves; they will know what should be
and can be replaced.
Mr. Rothstein asked if Mr. Lanning could undertake to have the bindery handle a definite number of repairs, say 150 per
month? This would make selection easier.  Mr. Lanning said that if
there were 200 or 300 important books needing rebinding, they would
get attention. Necessity will be recognized.
Miss Smith suggested a definite procedure: make notes as
the shelves are read, have the Circulation Division decide which books
are in demand, and have Mr. Rothstein decide which he will try to
replace.  Other important books will be repaired or rebound, according
to need.
Mrs. Sumpton will report on the condition of the books in
Reserve: repairs required, replacements, etc.  Reference will select
twenty of the books most in need of rebinding and most in demand,
from the Reference Reading Room.   It was pointed out that no one
can predict which titles will be most in demand on Reserve next
session. Miss Smith said that if so much uncertainty exists about
books for Reserve next year, it would be an expensive use of
Mr. Rothstein's time to deal with them.  Miss Lanning said she
believed the Loan Desk staff would have a good idea of which books
are likely to justify repair or replacement and would exercise
reasonably good judgment in making the selection.
Mr. Lanning recommended taking 30 bad books, needing either
repair or rebinding, off each stack level, and it was agreed that
this be done.  He undertook to put 300 volumes through the bindery
for repair by September.  Reserve books will be handled first.
There are about 75 books in the bindery for repair now.
A fair amount of re-shelving and moving will be required,
and Miss Lanning requested the staff to give her notes about
re-shelving requirements as they work through the stackroom.
Miss Lanning said that, as time permits, Miss Blackburn is
re-lettering books that need such attention.  It xvas recommended
that books with obliterated lettering be removed from the shelves
as the reading is done.
Miss Smith thanked the Division Heads for their help in
entertaining and conducting through the Library the group of special
librarians who came out on Monday evening. ' It appeared that much
interest was shown by the guests and that their introduction to the
working of the Library had been a success. Miss Jefferd mentioned
the good work of the staff during the evening, and Miss Smith asked
the Division Heads to thank the members of their divisions who had
assisted; they contributed very materially to the success of the
dinner and tour.
The University employment office reported great difficulty
in getting a grade 1 stenographer to replace Miss Marr.  The person
with the highest recommendation was Miss Kazuko Nishimura, and she
will be asked to come to the Library for an interview.
The matter of deciding what kind of material should b*e kept
in the Cage was considered briefly.  Certain Russian material was
in question.  Mr. Rothstein expressed the view that there is no reason
for removing this type of book from the shelves, that doing so would
seem to indicate that the Library was segregating certain kinds of
material for policy purposes. Miss Smith suggested that the two books autographed by
Nehru should be kept in the vault.  Mr. Rothstein asked about
other autographed books which are not kept in the vault.  He did
not believe the Nehru volumes more valuable.  After some consideration it was decided that the two Nehru books should be kept in the
Mr. Rothstein asked how the staff would know whether a
certain autograph was in the Library, and the reply was that no one
did know.  Notes had been made of one or two items, but there was no
file..  Miss Smith said she would like to have such a list.
Mr. Lanning mentioned that some books bearing Ruskin's signature were
in the bindery now.
The meeting adjourned at 12 noon.


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