University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 4, 1949

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 MINUTES OF STAFF MEETING HELD IN
  THE  LIBRARIAN'S  OFFICE ON  TUESDAY,
OCTOBER 4, 1949, at 10 a.m.
Present:  Dr. Dunlap, Miss Jefferd, Miss Lanning, Miss Smith,
Miss Stewart, Mr. Lanning, Mr. Rothstein, Miss Fugler
(as secretary).
Dr. Dunlap welcomed Miss Stewart to the staff meeting
and asked her to feel free to express her opinions without
hesitation.
Dr. Dunlap announced that Mr. Landon was a visitor here
from the University of Western Ontario and that he would come to
see the Library tomorrow morning. Mr. Landon has been much interested
in our Library and has sent us many useful gifts during the past
few years.
A notice from the President's office was read, calling
attention to the need for economizing in the use of heat and light
and for taking all precautions against fire.
Dr. Dunlap mentioned that he wished Miss Smith to be
considered Acting Librarian whenever he was away and some matter
had to be dealt with promptly.
The gramophone listening booths which had been ordered
last spring, and for which money was provided by the class
donating the booths, have not yet been started. There was a
brief discussion of the projected location of these booths, with
the Librarian expressing the opinion that it was a poor place.
Dr. Dunlap stated that the Faculty of Graduate Studies
had nominated Dr. Duff as their representative on the Library
Committee. No one at present represents the Faculty of Medicine,
and so far as is known Dean Weaver is the only member of that
Faculty on the campus.
Dr. Dunlap reported the purpose and outcome of his trip
to Victoria last week. He made an extensive examination of the
Provincial Library while in Victoria, and discussed fully with
Mr. Ireland and with Mr. Straith the desirability of defining the
fields of interest of the Provincial Archives and Library, and the
University Library. All had agreed that manuscripts relating to
British Columbia political figures should go to the Provincial
Archives and those in other fields to the University Library,
Mr. Straith undertook to present the proposal to the Cabinet and
to inform Dr. MacKenzie of their decision.  Dr. Dunlap had
previously written to Dr. Lamb for his opinion on the division of
fields and Dr. Lamb had replied that he had always tried to operate
on the basis suggested by Dr. Dunlap. A meeting will be held today
with Mr. Soward, Dr. Sage, and Dr. Tucker, to ascertain their
views. Another matter considered at Victoria was that of
newspapers.  Dr. Dunlap felt that the University Library should
attempt only simple coverage of the period up to 1915, and thereafter
keep files of the Province, the Sun. and one Victoria newspaper.
If these can be kept in microfilm form so much the better; if they
are not obtainable on microfilm the Library will keep the papers
themselves. What other newspapers should be kept? Dr. Dunlap
favoured the New York Times, but was ready to admit the claims of
the London Times, the Manchester Guardian, or some other foreign
journal. After general discussion it was agreed that the New York
Times, on microfilm, should be obtained.  Consideration was given
to the desirability of keeping a representative eastern Canadian
newspaper, but it was decided that this would not be necessary.
Mr, Lanning believed that the Toronto Saturday Night would suffice
for this purpose. All paper newspapers will be kept for one year.
The weekly edition of the Manchester Guardian will be continued.
Disposition of a-broken file of Pravda. covering about three years,
was considered.  Dr. Dunlap recommended that it be kept for
exchange purposes.
Dr. Dunlap reported further that while in Victoria he
had also visited the Normal School, Victoria College, and the
Victoria Public Library,
Estimates for 1950-51 are due next Monday, and Dr. Dunlap
requested the Heads of the Library Divisions to see him individually
before then regarding the estimated needs of their sections for
the coming year. Miss Jefferd said that lack of information about
the intentions of Medicine made it difficult to plan, since some
action might be taken by the new Faculty which would throw all
calculations to the wind.
Dr. Dunlap brought up the matter of ordering new
periodicals. The present practice is to require the Department
which asks for a new periodical to pay for the subscription for the
first three years.  If it is continued after that period the Library
takes care of the cost. Dr. Dunlap feels that if a good periodical
appears, the Library should order it promptly. Mr. Lanning thought
the contact man from each Department would probably be helpful in
assisting to weed out less valuable publications. Dr. Dunlap
believes the Library should have a definite policy regarding
periodicals and not leave decisions in this field entirely to the
individual Departments.
More than half of the Departments have appointed contact
men, and Dr. Dunlap is anxious that the Library should make good
use of them and keep them interested at the beginning, in order to
build up a practice of close association with the Library.
Miss Lanning asked if a handbook on how to use the
Library could be drawn up for the students. She had had one for
distribution a couple of years ago, but nothing was available this
year and she would find it very useful. A sheet or two of standard
size to fit into a note-book was suggested instead of a booklet
which usually gets losp.  The University of Washington issues such
a sheet of instructions, and Miss Smith believed it to be" the best
form. Miss Smith also mentioned that she had hoped to have movies
made which would illustrate the use of the Library. Mr. Rothstein presented a request which had come to him
from Miss Stewart via the Extension Department for discards for a
public library which Mr. Cockburn is trying to establish for the
little community of Greenwood. Mr. Cockburn is a former student
of the University, and the opinion was that he would do a good job
for the people of Greenwood and should be given assistance if
possible. The question of disposing of library property for
other than exchange purposes was considered, and the danger of other
requests if this one were acceded to. The responsibilities of the
Tublie Library Commission were also considered. After general
discussion it was decided that the Library might well send about
100 volumes to Mr. Cockburn for his library. Mr. Rothstein will
choose the volumes and arrange for their shipment. The Extension
Department will pay the costs of shipping.
Mr. Rothstein mentioned the fact that sometimes gifts
are brought to the Library and left at the entrance on Floor 2,
without any indication of the donor. Mr. Rothstein would like to
try having the person who brings a parcel fill out a brief form
indicating the donor, his address, and the destination of the gift,
e.g., Medicine, Law, or the main collection of the Library, etc.
Dr. Dunlap approved of the plan and asked Mr. Rothstein todraft a
suitable form.
Miss Smith reported that the Freshman class In English,
and second year classes in some other Departments, were being given
instruction in the use of the Library. The Department of English
has worked out with the Reference Department suitable practice
assignments for the students.
Dr. Dunlap stated that he had undertaken to speak to the
students in Nursing and certain history classes, and possibly others.
He also announced that a brief on a National Library for Canada was
being prepared for presentation to the Royal Commission now consider-^
ing this and other similar matters.
As a matter of general interest Miss Jefferd recounted
her efforts to have the University buy one or two wire recorders for
the use of blind students.  Dean Gage has the matter under
consideration.
A report was given to the meeting on the progress of plans
for a Sedgewick Memorial.  At luncheon held to discuss the matter it
was decided that the official memorial should take the form of an
endowed lectureship, and a drive for funds for this purpose is to be
undertaken.  However, Dr. MacKenzie did not wish to abandon the
establishment of a reading room for general cultural reading in the
Library which would be a memorial to Dr. Sedgewick.  He had asked
the Librarian to submit an estimate of what it would cost to furnish
the room suitably, and Dr. Dunlap has asked the Home Economics
Department for assistance in this matter.  Miss Jefferd mentioned
that it might be possible to.obtain some very fine bookcases from
the estate of the late Mrs. Bulwer.  They are of oak, and once
formed the screen in a mediaeval English church, and might be
particularly suited to our purpose.  The question was asked whether
the present tentative plans for a much enlarged book store, which
would include a browsing room, would conflict with the plans for a
general reading room in the Library.  Dr. Dunlap thought it most
unlikely. Dr. Dunell of .the Department of Chemistry has asked
for the current issues of the chemistry section of the Canadian
Journal of Research to be sent to the Chemistry Department
reading room.  Wnat is the policy to be in dealing with this and
similar requests? Miss Smith drew attention to the warning issued
in the pamphlet sent to all members of Faculty early this year
regarding requests for periodicals to be sent to departmental
reading rooms.  The Department of Chemistry has also asked the
Library for a list of all periodicals now being sent out to
departmental reading rooms. Miss Jefferd felt that if such a list
were given out it would result in breaking down the present
barriers against periodicals going out wholesale, and throw the
whole matter wide open.  Dr. Dunlap did not believe it would be
possible for the Library to get back all the material now being
loaned, but he thought it important to win the support of Faculty
for whatever program the Library adopted. Without such support
no policy could be enforced.  Could duplicate copies be obtained
by the Departments? Neither Physics or Chemistry could afford to
carry their own subscriptions.  The apparent establishment of the
Law Library as a separate entity provides a precedent which cannot
be overlooked. Mr. Lanning suggested that a rigid restriction of
the items to be allowed out of the building might be a partial
solution.  Can the Library promise that if a volume of periodicals
is brought back at the end of the year it will be bound promptly
and become available on the shelves? This would help solve the problem of some periodicals being away for an indefinite time.  : .
Mr. Rothstein suggested that the contact men from the Departments
concerned come and assist the Library in selecting the periodicals'
that can be sent out to the departmental reading rooms.  Unsatisfactory though the situation may be, we cannot get rid of the
departmental reading rooms and the wisest course is to accept them
and try to keep them on a reasonable basis.  Dr. Dunlap recommended
allowing certain departments to keep the current issues of a    : ,
periodical unless there was a demand for it elsewhere, in which
case it would be brought back to the Library.  The Library will send
out only those titles which can be properly regarded as of interest
only to the Department receiving them.
The meeting adjourned at 12:30 p.m.

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