University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 18, 1960

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 M  I  N  U  T- . E.  S
October 18, i960.   No. 224
Reporting Division Heads Meeting and other Flatters of Interest
to University of British Columbia Library Staff
Present:  NH, SR, RJL, AMS, EBM, DF, ML, JO'R, AB, JS, FID, IB,
BSS, GD (for GGT), EC, and HM.
Remodelling of the administrative offices has now been
completed^and the meeting was held in the new committee room
for the first time.
Opening Ceremonies
Word has been received that the four Shakespeare Folios
which are to be presented to the U»B.C. Library (on a long term
loan) by the Folger Shakespeare Library, Washington, D. C,
are now on the way. This is the second set which has been
presented in this way, the other (in September, i960) to
St. Andrews University in Edinburgh.
Several visitors have signified that they will be
attending the sessions.
The Library will be closed on Thursday at 5:30, to open
at 7:30, and it is hoped then many of the Library staff will
be on hand before 7:30 in the event that visitors may wish to
tour the building before the meeting.  Some staff will be
setting up exhibits between 5:30 and 7:30.  It may be necessary
to ask people to vacate the Science Division as early as 4:30
p.m. in order that Buildings and Grounds men may begin to move
the study tables and substitute chairs for the eveing meeting.
It may be necessary to rope off the stack area just inside the
main Loan Desk entry in order to direct traffic through to the
Science Division bookstack. There will be further opportunity
for tours after the address by Dr. Wright.  Since the Science
room must be restored to use on Friday, it will probably be
necessary to close the building about 10:00 p.m.
The Friday afternoon session will be prefaceed by a tea
(2:30 to 3:30) sponsored by the British Columbia Library
Association, and held in the new Staff Room. Invitations
have been sent to all BCLA members. Some tours of the
building may be expected before this time, and staff members
will be on hand from 1:00 p.m. for this purpose; there may be
three tours at 25-minute intervals.
Following the tea there will be the panel discussion in
Buchanan 104:"The University Library, Revised and Enlarged
Edition", under Dr. Rothstein's chairmanship. Dr. W. Gibson
will open the proceedings with a short talk on the beginnings
of the Library. Dr. Rothstein will discuss the new organization
and services. Mr. Peter Grossman, of the Vancouver Public Library,
representing the BCLA and other librarians in the area, will
speak on the relationship of the public libraries to the University, Dr. Malcolm McGregor, a member of the Senate Library Committee,
will give the faculty's view on the new developments. Following
these talks, comments from the audience will be welcomed.~-
On Friday evening in Buchanan 106, Sir Frank Francis will
give an address. This session is co-sponsored by the Alumni
Association.
Stack Entry Control
It seems apparent (from the number of un-charged books
which are returned to the Loan Desk) that a sufficiently tight
control over the new stack exit points is not being maintained
and Division Heads in the subject divisions were asked to study
what the difficulties are. About 80% of books borrowed are still
taken out at the main Loan Desk stack entrance, and the division
exits are often very quiet. Means of steering students to other
less crowded entries were discussed.  It was decided that fall-
time persons regularly scheduled at Divisional check points would
spend certain times at the Loan Desk for experience at the stack
entry. Division heads were asked to provide Fir. Bell with a
schedule of their clerks' hours and he will arrange to rotate
the staff at the main desk.
Circulation of Theses
A few members of the faculty ask to borrow the second copy
of theses for use outside the Library. Fir. Harlow said that
since there are only two copies available, they are in fact
very rare materials and should not normally leave Special
Collections.  Some judgment is always required, and under
special circumstances Mr. Stuart-Stubbs is free to make exceptions for cause.  Often Departmental copies have existed but
have been lost.
Visitor
Mr. P. Havard-Williams will arrive on Saturday, October 22,
on his way to Harvard and thence to his new position as Assistant Librarian at Leeds University; he will depart early on
Monday, October 24. Originally from England, he has been
Librarian at Otago University in New Zealand.
The meeting adjourned at 12:30 p.m.

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