University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 20, 1953

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 No, 50
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, OCTOBER 20, 1953, at 10 a.m.
Present: Mr. Harlow, Miss Lanning, Miss Mercer, Miss O'Rourke,
Miss Alldritt, Mr. Lanning, Miss Fugler.
MINUTES NO. 48
P. 2 - MATERIAL FOR DEPARTMENTAL READING ROOMS:
Miss Lanning questioned "pink carding" this material since this
might indicate it was meant to stay permanently in the departmenta
reading room.  Mr. Harlow said that it should be understood that
all material is returnable to the Library once a year, that it is
part of University Library resources, and is loaned for definite
periods to the department. We do not always ask for an annual
return, but such collections should be reviewed by the Department's Library representative and nothing but the very live
material should be kept. Miss Lanning said that she would prefer
to continue using some white slips for purely temporary loans,
and this was agreed to.  In general, items loaned for the session
to a departmental reading room should be pink-carded.
REQUESTS FOR BUILDINGS & GROUNDS PROJECTS
Mr. Harlow said that he had received lists for library
building improvements from two divisions, and would like to have
any others that are to come.
CLA MEMBERSHIP DRIVE
The Library will receive literature and a poster
relating to Canadian Library Association membership for display
in the staff room. Mr. Harlow suggested that individuals be
appointed to receive membership fees for the different associations. Miss O'Rourke will represent British Columbia Library
Association, Miss Mercer the Canadian Library Association, and
Miss Alldritt the Pacific Northwest Library Association. Membership in the American Library Association has been reduced to $3
for persons who are also members of the Canadian Library Association.
ROOM 750
The University Archive will gradually take up all of the
space in this room, where it now occupies only a few shelves.
None of the material is to be removed from the room.
VAULT AND CAGE
In general, books should not be stored in the vault
because the poor ventilation there causes deterioration of paper
and bindings.  First, and usually unique, copies of Royal
Commission proceedings, which are irreplaceable, have been left
there, but Mr. Harlow said that anything that was too valuable to
be kept in the cage should not be placed in the vault. He asked
Miss Lanning to check the shelf list for the vault to see what
should be removed.  Rare material not suitably housed in the cage 2 *-J
will probably be moved to the Librarian's office. Mr. Lanning has
some material stored in the vault awaiting binding, but he will
undertake to have it out by next April.
MENDING
Several divisions are concerned in this matter and the
Heads concerned will meet with Mr. Harlow and Mr. Fryer to discuss
it. Mr. Harlow wants to know what mending is being done, by what
means, and so on.  If the material is eventualljr to be bound, does
the mending affect the binding? Who is to decide what materials
should be mended, and how it is to be done? The subject will be
discussed at next week's Division Heads meeting, and it was agreed
that Miss Lanning and Mr. Lanning would have a preliminary discussio"
regarding the mending activities of their respective divisions.
BINDERY "RUSHES"
Too many rush items have been sent to the Bindery lately.
A limited amount of this kind of work can be handled there without
greatly increasing the cost of doing rush items, and Mr. Harlow
asked the Division Heads to exercise their best judgment in making
requests for "rushes." Mr. Lanning will have to keep the load
adjusted to Bindery limits, and Divisions should plan with him in
advance.
MAPS IN BOOKS
Maps included in books, particularly loose maps, often
disappear. Reference proposed that they be taken out of the
volumes as they reach the Division, put into the map collection, and
a note be put in the publication indicating where the map can be
found. Mr. Harlow pointed out that such a map would have to be
processed immediately and, ideally, the map classification number
should be written in the book. Otherwise it becomes difficult and
time-consuming to identify the particular map referred to in the
text.  There is then the probability of a big backlog of books being
held up while their maps are being processed.  The Librarian asked
Miss O'Rourke to discuss the problem with Miss Taylor.
BUDGET
The Librarian expects to be asked for estimates for 1954/5'
shortly, and he requested the Division Heads to consider their
needs carefully and be prepared to submit estimates upon notice.
This will include requests for salary increases; such increases are
not automatic, and must be requested and justified by Division
Heads on a basis of merit. Heads will be expected to prepare a
statement regarding the performance of each individual, and if any
persons are judged not to be satisfactory, increases are not to be
given.  Division Heads should keep the staff posted upon their
performance and discuss with them any deficiencies and means for
improvement.
Requests for equipment and student assistance for
1954/55 should also come from the Division Heads, and should include
a careful statement of needs and justification. 2g
BOOK BUDGET
When it is noted that about one-half of the total amount
spent upon books in 1952/53 was spent upon a few fields which have
special funds outside the University appropriation, the situation
appears less satisfactory than the total figures themselves indicate.  For the budget request, the Library needs to know how much
is being spent on current periodicals, what is going into current
publications, how much for "research" material, where the special
funds are going, and the like in order to show inadequacies in
certain directions. Mathematics is estimating what it should spend
in one year upon current material in order to have a good collection. Architecture and Community Planning overspent their allocation for this year in the first six months. Mr. Harlow needs a
wide variety of evidence to back up his request for more money for
books and periodicals and will welcome staff suggestions.  He
believes that he will have the strong support of the Library Committee in the request*
SALARY OF PROFESSIONAL STAFF
Mr. Harlow plans to ask for increases here also, both
for an advance in the minimum and for larger increases based upon
experience and performance.
STACK ACCESS
All graduate students and all those in the final year of
their course are now admitted to the stacks for the whole session.
There are also many students registered in third year who take one
or more courses in fourth year. Mr. Harlow has wished to avoid the
use of temporary stack passes, and he asked whether it would be
considered feasible to have them; if so, what kind of card, and who
should have it? It appeared that the chief difficulty is to know
where to draw the line among students xvhose courses are so varied
and who have credits in two years.  The decision was not to change
the present regulation.
DO NOT DISTURB STAFF AT DESKS
Staff on duty at the public desks should not be interrupted by other staff members with requests for assistance or
information, unless it is absolutely unavoidable.  The desk staff
should not be expected to leave their posts or to have their work
with the public disrupted. Requests should be addressed to people
behind the scenes or left until persons at the desks are off duty
and can attend to them.  This includes interruptions by telephone
calls.
ENGINEERING READING ROOM
Mr. Harlow reported, as a matter of interest, that he was
to meet Dean Gunning and Professor Crouch to discuss the Engineering
Reading Room. A couple of years ago a request was made to have
virtually all material in this field transferred to the reading
room, but the matter was delayed because of Mr. Crouch's illness.
Mr. Harlow said that in the event that this should ever be done, If
a  professional librarian would have to be in charge, because
reference work in this field could not be turned over to a departmental secretary.  Such an operation would be costly, and it would
also mean that other departments on the campus would make similar
requests.
EXTENDED DELIVERY SERVICE
Mr. Harlow wishes to discuss at a later meeting the
possibility of extending the present library delivery service on
the campus. Miss Mercer remarked that she did not believe such a
service should be combined with the present duties of the mail
clerk.  Student help for wrapping might assist in term time and
make more delivery service possible.  The whole matter will be
considered in detail.
IMPORTANT ACQUISITIONS
Deutsche Atlantische Expedition auf dem..."Meteor," 1925-1927.
Berlin, 1932- An incomplete set, about half of the
total.  1200.73.
Revue Dominicaine.  74 copies.  $26,70
American Academy of Arts & Sciences. V. 1-36.  -$150.
Bentley's Miscellany.  V. I-64.  $50.40.
The meeting adjourned  at 12:20 p.m.

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