University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Jul 26, 1955

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 /" 1
No. 103
FIINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, JULY 26, 1955, at 10 a.m.
Present: Fir. Harlow, Fir. Rothstein, Miss Lanning, Miss Smith,
Fir. Lanning, Fliss Mercer, Fliss Alldritt, Fliss Fugler.
TV PREFIIERE
Fir. Rothstein's first appearance on television in a short
session on "Almanac" last week was a great success.  The display of
library material was interesting and the interview informative and
entertaining.
SUMFIER THEATRE
"The Trojan Women" will be performed in front of the
Library on August 8-9 as part of the Festival of the Arts program.
If the weather is unsuitable the performance will be given in the
Armouries.  For about ten days preceding August 8, there will be
rehearsals in front of the library building.
"NEW SERIALS TITLES"
Inquiry was made why the Library is not a contributor
to this publication, which is a continuation of the "Union List of
Serials," and in which our holdings should appear. Mr. Lanning
said that he has written about it.  The present list is arranged
alphabetically by title; a new list, arranged by subject and expansible, is now being offered for $25 annually.  It will appear
monthly only, and there will not be an annual cumulation.
RESERVE SERVICE AT NIGHT
On Wednesday and Thursday evenings, when only the main
reading room and Loan Desk are operating, service is being given
for Reserve Book Room material from the Loan Desk.
BINDING SCHEDULES
Mr. Harlow said that while between 9,000 and 10,000
volumes a year are coming out of the bindery, so great is the
demand for binding that care must be taken to see that the volumes
handled are those most needed. Fir. Lanning submitted a proposed
schedule for binding, which was examined by the Division Heads,
and of which a copy will be sent to each Division,
GIFT ACKNOWLEDGMENTS
It still happens occasionally that a gift is received in
the Library for which the donor does not receive acknowledgment as
promptly as he should.  Care should be taken in all Divisions to
"acknowledge all material without delay.  If it is known that a gift
is to be delivered to the Library, the Acquisitions Division should
be so informed in order that it can keep a lookout for it.  Copies -2-
of acknowledgment letters from the Divisions should be sent to
Acquisitions for the gift file.
REQUESTS FOR EQUIPMENT
Requests for purchase of equipment from staff must be
made in writing by the Division Head concerned to the Librarian.
"KNOW YOUR LIBRARY"
Mr, Harlow asked to have the revised copies of this
pamphlet from the Division Heads today (July 26).
LOAN DESK PROCEDURES
Mr. Harlow inspected two different charging systems
during his trip, and since his return information has been receivec
from the Universit3?- of Toronto and FlcGill Universit3'-.  He would
like to discuss the different routines and their possible usefulness here with the staff concerned, this week.
NEW UNIVERSITY PUBLICATIONS
The revised edition of the Doukhobor report has been
published by the Universit3>- jointly with J. M. Dent, and the first
of the Sedgewick Flemorial Lectures has also been issued (also with
Dent, printed by the University of Toronto Press).  Copies of both
will be received by the Library for exchange.
STAFF HOLIDAYS IN AUGUST
Fiany members of the staff will be on holiday during the
coming month. When a Division Head is to be away a notice should
be sent to the Librarian stating who is to be Acting Head.
PNLA CONFERENCE
This conference will take place August 29-31.  The Division Heads should ascertain now which members of their staff plan
to attend.
DR. BRYNER'S SCOUTING EXPEDITION
Dr, Bryner has selected some Russian material during his
visits to Stanford and the University of California at 3erkele3r.
Fliss Fiercer vri.ll report to the Librarian on the expenditure of the
Rockefeller Fund, which will lapse at the end of August.-
ANNUAL REPORTS
Fir. Harlow reminded the Division Heads again that their
annual reports were due in September, after the end of the report
year. -3-
BOOK LOSSES
/if
A revised statement of book losses as indicated by inventory will be presented at next week's meeting.
Fir. Rothstein described one of the ruses by which students
take books from the Reserve Book Room without charging them out.
One step towards greater security is to disallow the taking of
briefcases into the Reserve stack,
NEW MULTIPLE FORMS
Some dealers are using the forms as intended, at least
Mr, Flalchelosse of Ducharme and the Reed College Book Store,
and the latter has expressed its satisfaction with them. The cost
of sending orders abroad b3?- airmail was considered, and it was
agreed that anything urgent should go by air.
CHINESE MATERIAL
Fliss Alldritt and Fliss Mercer went to the University of
Washington last week on matters relating to the PNLA convention and
to investigate methods of handling Chinese books.  An ALA committee,
composed of cataloguers and Orientalists, is working on a classification for Chinese, Japanese and Korean material, but is having
difficulty in agreeing upon methods.  The use of an author entry,
romanized, with the title in Chinese characters, is proposed, but
the whole matter is extremely complicated. Fir. Harlow said that
he would try to find out something about the system used at UCLA
when he is there next month.
F1ISS HEARSEY'S DEPARTURE
Fliss Hearsey's last day in the Library will be Friday,
and a staff party is to be held in the lounge on that day, from
3:30 to 5:00 p.m.
The meeting adjourned at 11:40 a.m.
PERSONNEL
Fliss Louise Campbell is resigning from her position in
the Librarian's office, to take effect on July 29.

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