University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Nov 22, 1949

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 MINUTES OF STAFF MEETING HELD IN
THE LIBRARIAN'S OFFICE ON TUESDAY,
NOVEMBER 22, 1949, at 10 a.m.
Present:  Dr. Dunlap, Miss Jefferd, Miss Smith, Miss Lanning,
Miss Stewart, Mr. Lanning, Mr. Rothstein, Miss Fugler.
Dr. Dunlap reported that Mr. Kennedy was anxious to
secure volumes of the Session Laws of Quebec.  Some of these had
been offered to the Library through Dr. Tucker's good offices
and the volumes missing from our set were accepted.  When Mr. Kennedy
heard of this he asked if the Law Library might have the numbers
we had declined. It appears that the Law Library has a complete
set of the Session Laws of every Province except Quebec.  Dr. Dunlap
asked if there was any reason for the Library to keep its set, or
could they be handed over to Law to complete the set there.
Miss Smith replied that her Division has been inconvenienced by
the lack of material already sent to the Law Library, and her first
reaction was to oppose sending anything more. The students who
ask for material and are referred to the Law Library very often do
not go there because they are not welcomed.  It was agreed that
when Mr. Kennedy himself is available he gives every assistance to
any students who ask for material, but he is not always available.
Miss Lanning said she had told Mr. Kennedy that the Library would
like to have returned to it basic material which was sent to the
Law Library on loan.  The Law Library has apparently assumed
possession of this material and Mr. Kennedy suggested that if the
main Library needed it, second copies should be procured out of the
replacement fund. Mr. Lanning expressed the opinion that Law would
get what it wanted, regardless of cost, whereas the Library always
has to think of the money involved.  It appeared that Law has
never offered to compromise with the Library, but-has simply taken
what it wanted and kept it. Dr. Dunlap thought the question to be
dealt with was whether the Library needed a set as well as the Law
Library, or whether one set, in the Law Library, where it will be
most needed, should be sufficient. Miss Jefferd asked if inquiry could
be made to learn whether Law would consider having a properly trained
law librarian put in charge of the Law Library.  If this were done,
all students would be able to make use of the collection there and
get proper service.  It was emphasized that many students simply
will not go to a departmental library; they expect to find what they
need in the University Library and if they do not get it there
they give up the quest.  Dr. Dunlap reminded the meeting that the
establishment of the Law Library as a separate entity has already
been accomplished and the problem now was to come to an agreement
whereby the Library could live in peace with it, and at the same
time give the students the service they are entitled to.
Miss Lanning believed the appointment of a full-time trained
librarian would solve the problem.  It was pointed out that the
problem of students in departmental libraries is not confined to
Law. Agriculture students complain that they are not welcomed
in the Bacteriology library, where they could find useful material.
It is the same everywhere on the campus. Miss Jefferd asked if the
problem could be aired in a faculty meeting, but Dr. Dunlap said
he would prefer not to deal with it in such a large group, but
would rather do so with a body like the Library Committee.
He believed that the appointment of a trained librarian would solve
the problem, but he also thought that any intervention by the Library in the operation of the Law Library would be frowned
upon. Miss Smith explained that it had been originally intended
to have a librarian in charge of the Law collection who would be
directly responsible to the University Librarian, and that this
plan had been approved by the President at the time it was
formulated.
It was decided that Miss Smith should consider the
immediate question and decide whether the University needed two
sets of Session Laws or one, which would be housed in the Law
Library.
Dr. Dunlap announced that he had discussed the record
loan service with Dr. Shrum and Dean Mawdsley and now feels that
the Library should get out of the record business altogether.  The
uncertain state of the record business at the moment makes it
difficult to plan, and Dr. Dunlap believes it will cost $4000 to
$5000 annually to operate a record loan service properly. He would
prefer to spend that amount of money on other things, e.g.,
organizing a map room.  It had been agreed with Dr. Shrum that if
the Library abandoned the record loan service the Extension
Department would continue it.  The one remaining problem would be
the use of the $1550 which the Glass of '48 paid in for the construction of gramophone listening booths.  Dr. Dunlap would like to have
this money diverted to the setting up of the Sedgewick Memorial
Reading Room which is planned for the Library, but he will submit to
the President the estimated cost of furnishing the Sedgewick Room
before he takes up the question with the Class Executive.  Dr. Shrum
indicated that he plans to reduce the distribution of records outside
the University.  The circulation has dropped this year.  It is his
hope that it can ultimately be restricted to the use of records on
the campus for courses in music.
Mr. Lanning called into question the terms of the grant
under which the Carnegie music set was given to the University.
He thought the records were to be made available to all students.
Mr. Rothstein believed the Library should not go into the record
loan business, but he felt strongly that recorded music was in
much the same class as microfilm and other material which is considered
library material, and that the records the Library has should be
made available in the same way.  He thought the Library should keep
the stock of records and the players, and make the music available
under supervision in the same way, for example, as is done with
maps.  Dr. Dunlap thought the Library should not encroach on the
audio-'visual field, but should restrict itself to printed and written
material.  There was some discussion as to the value of maintaining
the present records for their historical value.  Dr. Dunlap agreed
with Mr. Rothstein's view, but he did not believe there was any
middle ground: either the Library deals with records and all that
is involved, or it does not.
The renewal of subscriptions for periodicals for Acadia
and other camps is due.  Dr. Dunlap asked if there was money to
cover the cost of renewal, and it appeared that there was enough
to pay for subscriptions at the present rate for several years. He asked if there was any other material which might go to the
camp reading-rooms, and it was agreed that any discards which
were suitable should be sent there. Whatever is given to the
camps must be considered expendable.  Subscriptions to periodicals
are to be renewed for the camps which have received them in the
past.
Miss Jefferd reported that Miss Pentland, Department of
Music, had asked for the music scores for small orchestras, and
Mr. Lanning is making this material available for her inspection
on Wednesday. Miss Pentland also asked if the music could be put
on reserve and made available to the students. Miss Jefferd
suggested the possibility of having photostat copies made of
material in the Beethoven set about which Miss Pentland inquired.
Miss Pentland also wishes to have copies made of her own notes for
the use of her students.  Dr. Dunlap said that copies of material
which belongs to the Library should be made, when the demand
justifies, at the Library's expense; but payment for copies of
material belonging elsewhere will not be the responsibility of the
Library.  The problems involved in circulating sheet music were
considered.  Miss Lanning felt that the Library ought not to
attempt to handle sheet music without a trained music librarian.
Dr. Dunlap suggested making only bound volumes of music available.
There is a tremendous volume of sheet music, and to handle it takes
a great deal of time and care.  The possibility of handing over to
the Music Department the music given to the Library by the Women's
Musical Club was considered.  If .a real school of music develops
here, as appears likely, will the Library have to handle music in
connection with it? The use of music for rehearsal wears it out
very quickly.  Mr. Lanning suggested that the Librarian confer
with Mr. Adaskin on the whole problem.  Dr. Dunlap would restrict the
use of the big, definitive sets, but would make bound volumes of
music generally available on loan for definite periods, as is done
with other library material.  The Library should not handle sheet
music.
Miss Smith raised the matter of how to maintain discipline
in the Library on Saturday afternoon when a football match is being
played.  Students hang out the windows of the Periodicals Reading
Room and gather in.numbers on the roof, and they resent being
asked to leave or to be quiet.  The library staff can not deal with
the situation and Miss Smith asked if the Periodicals Reading Room
could be closed on such occasions.  The fall terra is the most
difficult period. Miss banning had left a message with the patrol
last Saturday that she could not be responsible for dealing with
students on the roof.  Some of them are high school boys who come
out for a free view of the games.  Miss Lanning thought the
solution was simply to close the Library at noon on Saturday when a
game is scheduled for the afternoon.  Dr. Dunlap agreed that the
only remedy was to close the building.  It would not occasion
great hardship, because comparatively few people require library
service on Saturday afternoon.
Mr. Lanning reported that Mr. McGlashan and Mr. Rogers had
inspected the ramp this morning and the place where the garbage
unit is to be installed.  Work orders have been sent in to have these
two jobs done. 4 .
Miss Lanning asked if the telephone directory could be
corrected before the next issue.  At present the Loan Desk and
Information for the campus are on her line, and a great assortment
of inquiries comes in when Mr. Perrault's office is closed in the
evening and on Saturday afternoon.  Dr. Dunlap replied that he had
taken up the matter, and it had been agreed that Information service could best be conducted from the Library. Miss Lanning
agreed that such service should be given, and said she was willing
to cope with it if she could be supplied with the answers to the
questions that were asked.  Unfortunately the Library seldom has
the necessary information to deal with the inquiries that come in.
After a brief consideration it was decided that this was properly
a Reference service.  It was settled that the Loan Desk's outside
line should be transferred to the Reference Division and the
Information Service be handled there.  Dr. Dunlap also asked that
all calls dealing with the Press be referred to Mr. Andrew or
himself.
Miss Smith asked what should be done about staff members
who wished to take extra time to go home for Christmas. Miss
Lanning said that in the case of her temporary staff she allowed
them extra days at Christmas and deducted the time from the holiday
period to which they would be entitled on leaving the Library in
the spring.  It was agreed that this practice be followed for
people with sessional appointments. Members of the permanent
staff may take the extra time but should be required to make it up.
As much as possible should be made up before Christmas, and the
balance as soon after as possible.  Each Division Head will deal
with the situation in his or her Division.  The time should be made
up as advantageously as.possible to the Library, not merely at the
convenience of the staff, members concerned.
Mr. Rothstein said he was not satisfied with the opening
of book parcels which arrive for his Division, and he wished to
open them himself. Mr. Armitage does not work fast enough to get
the job done promptly, and promptness:is important to the
Acquisitions Department.  Dr. Dunlap said he thought the work
would probably go on faster henceforth.
The meeting adjourned at 12 noon.

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