University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Jan 5, 1954

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Array MINUTES OF MEETING OF DIVISION HEADS No. 57
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, JANUARY 5, 1954, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Lanning, Miss Mercer,
Miss O'Rourke, Mr. Lanning, Miss Fugler.
NIGHT SERVICE IN SERIALS
The Serials Division remained open on Monday evening
for the first time, and will give service on Monday and Thursday
evenings for the present.
The preparation of subject lists is in hand, first
attention being given to Zoology and Social Work.  Serials is
also preparing an exhibit in Zoology.
FINE ARTS ROOM SERVICE
Students in Architecture, who make the chief use of
this room, were asked what extra hours they would prefer if the
service were extended and the vote was 90 for "two or three
nights a week" and 49 for Saturday morning.  For the present, it
will probably be open on Thursday evening (10 a.m. to 10 p.m.)
and Saturday morning (9 to 12), in addition to the present
schedule.
STORAGE FOR MICROFILM
Reference has suggested that flat beer cartons (empty)
will make excellent storage containers.
WESTERN BOOKS EXHIBITION
The formal opening of this show will take place on
Wednesday evening at 3:30 in the Art Gallery in the Library.
Invitations have been sent to printers and others likely to be
interested in fine book production, and Mr. Harlow extended
through Division Heads an invitation to members of the Library
staff to visit the show.
ROY'S REMAINS
Last Thursday one of the student janitors reported to
Mr. Lanning a cache of journals in a dark corner on Level 1.
The pile proved to contain 194 serial issues and other material
which were supposed to have been delivered to departments when
Roy Holmes was mail clerk, and which he apparently deposited in
the corner instead.  In the meantime, much time, trouble, and
money have been spent trying to trace the missing periodicals and
secure replacements.
INVENTORY
The sections A to the middle of DA have been done,
showing 52 books missing, 4 from Reserve, and 2 from Bio-Medical
Branch" on the first check.  Six items missing last jrear have now 2
turned up.  Miss Lanning said that she did not believe it would be
possible to do anything further with inventory until the end of
term.  She also requested other members of staff to look over the
slips as a further check.
HOWAY-REID MATERIALS REQUIRING BINDING
Most of the material about which the question is raised
went through Acquisitions before the use of bindery slips, and it
arrived in the Catalogue Division without the detailed instructions
now provided by the slips.  When material that is to be bound is
catalogued and sent to the Howay-Reid room it is now shelved in its
proper call number order, bound and unbound together.  Fir. Harlow
suggested that Mr. Owens be asked to pick out items for binding
when the Bindery is ready to take them, and that the Librarian and
Mr. Lanning examine them and decide on bindery treatment.  There is
a mass of uncatalogued pamphlet material in the Collection now, but
although this backlog will have to remain, new material requiring
binding should be dealt with as it comes in so that the arrears will
not increase.
Miss Jefferd recommended an inventory of the Howay-Reid
Collection as soon as time permits.  It was pointed out that persons
checking the Howay-Reid stacks would disturb those working in the
room, and Miss O'Rourke is to discuss timing with Mr. Owens.
NEW YORK TIMES BOOK REVIEW and MAGAZINE SECTIONS
It was suggested that for temporary protection (several
years) these be glued down the back to hold sections together, but
Mr. Fryer believes they should be sewn and put into heavy kraft or
thin board covers.  They would even then have to lie flat, and the
pages would probably curl with use.  They will never be catalogued
or fully bound, and though their use may extend through a good many
years, it will be light use.  Eventually it is intended to have a
file on microfilm, but it will be some time before a substantial
back file in this form can be acquired.  It was agreed that Mr. Lanning should discuss the matter with Mr. Fryer and decide on some
treatment that will preserve the newspaper file as well as its use
justifies.
PROCESSING BACKLOG
Mention was made of the accumulation of 400 or more
volumes from the binderjr now on floor 1 awaiting processing.  Part
of the delay has been occasioned by a lack of book-plates.
GREY BUCKRAM
After consideration of alternatives it has been decided
to continue use of this color.  It is proposed to keep a year's
stock of bindery supplies on hand, and the grey buckram will
normally be ordered in sufficient quantity to justify getting it.
This quantity of stock will necessitate finding storage for a
fairly large bulk of material, probably on level 1, 3
UNESCO
Some time ago the Library was informed that the depository service for UNESCO documents was to be discontinued.  After
consultation with Miss O'Rourke, Mr. Harlow wrote to the Director
of UNESCO, pointing out how much use was made of the material here,
how the Library serviced it and made it available to students,
faculty, and others, and how very difficult it would be if orders
had to be sent in for individual items after checking long lists.
As a result, this Library has just been informed that it will
continue to receive the material on a depository basis.
CHANGE OF NAME
Because others than Division Heads attend the weekly
meetings, and it is hoped to extend this practice, the Librarian
wishes to change the designation to "Staff Council." The meetings
henceforth will be so named.
LIBRARY COMMITTEE MEETING
There will be a meeting of the Library Committee on
January 15 and he asked whether the Division Heads had any
proposals or recommendations they xirished to present to the
Committee. The Committee will spend a portion of the "Committee
Fund" for research material and will discuss means of securing
an increase in the book budget.
TRIP TO LIBRARY SCHOOLS AND MIDWINTER MEETING
Mr. Harlow will be leaving late this month on his annual
visit to Toronto and McGill library schools and to attend the
ALA Midwinter Meeting in Chicago; and he asked the Division Heads
whether they had any suggestions to make regarding staff.
FIRST EDITION
Mr. Lanning showed the Librarian a copy of a book, a
"classic" in Economics, of which a new edition is being issued.
The first edition is in bad condition, and he asked whether it
should be spared by purchasing the new printing. Mr, Harlow
said he believed that in general the Library ought to buy new
printings of items like this one.
MONTHLY REPORTS
Monthly reports for December have not been received
from all Division Heads.
ACQUISITIONS
A very important acquisition, a complete set of the
British Rolls Series, has been purchased in England (Edwards Bros.)
and is on its way to the Library.  The purchase was backed by the
University Administration, particularly Dean Chant and the
President, arranged by Dr. Tucker and Dr. Sage. A cable was sent
the day after the dealer's catalogue arrived. 4 5i
Handbuch der Seefischerei Nordeuropas.  Purchased with
B. C. Packers and Fisheries Library funds ($203.41).
Du Creux.  Historiae canadensis (Jesuit Relations),
I664.  Carnegie Fund for French-Canadiana, ($135.00).
Revue Neurologique. 1893-1396, 1900-1952 (in 65 vols.)
The Readex Corporation is publishing a microprint
edition of the Sessional Papers of Great Britain (1301-1900), to
cost $9,000 after the 1st of January, 1954. We have been
negotiating for this for a long time, and the firm has generously
reserved a set for the Library at the 1953 price of ,$7,000, and
an effort is now being made through interested members of the
History Department to raise funds to purchase the set.
The meeting adjourned at 11:30 a.m.

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