University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Nov 9, 1954

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Array P3
MINUTES OF F1EETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, NOVEFIBER 9, 1954, at 10 a.m.
Present: Mr. Harlow, Fir. Rothstein, Miss Lanning, Fliss Smith,
Fliss Mercer, Fliss Alldritt,. Mr. Lanning, Miss Fugler.
GIANT BOOK COUNT
Mr, Rothstein reported that although some final checking
has to be done, in round figures the number of volumes in the
Library building and Bio-Medical Branch is about 25^000. The
short shelf list adds 11,172 volumes in departmental collections.
Grand total, 261,404. There are many volumes in Law which have not
been catalogued and are not included in the count; an effort will
be made to have these counted soon* On the whole the number
corresponds pretty closely with the old figures given in the
University Calendar (up to 1948) plus additions since that time,
rather than with those now generally cited. Fir, Rothstein does not
believe it indicates very accurately the strength of the Library
because not all reference material is catalogued and the substantial
amount in pamphlet boxes has been ignored in the count. It also
provides, roughly, a count of holdings in subject fields. Fir, Harlow said that it was a very satisfactory undertaking on the part of
the staff; and the count itself probably took no longer than two
and a half hours. Mr, Rothstein mentioned the work of Fliss Lanning
at the Loan Desk files and, in addition to the work done by all in
counting the collection, especially mentioned Fliss Mercer for
helping with the food and the final summary of figures,
Miss Alldritt's assistance in breaking down the classification,
Firs, Little for a very welcome and handsome cake, and Fliss Hearsey,
Miss Jefferd and Fliss Smith, who came long distances by bus or auto.
Miriam Rothstein x^as very useful indeed in taking charge of the
staff room during the day. The Big Count was well done and everyone
seemed to be having fun out of it. The Librarian is very appreciative to all those who made this perhaps unique operation possible.
The Library will continue to be quoted at 300,000 volumes,
since a good deal of material in regular use (e.g., government
publications) is not included. Flaterial in departmental reading
rooms will be added as it is catalogued. The following figures
emerge:     7?&o
On loan, #5&2-; in Reserve, 4216; Howay-Reid, 10,500; Extension,
over 7,000, about one-fifth of which is in circulation; Bio-
Medical Reading Room, 1600; Reference (including the work room?
Klahowya Room, etc.), 12,652; Bio-Medical Branch, 3701. Additional
details will be forthcoming when statistical operations have been
completed.
Chinese and Japanese material, the Sansom collection,
Salmond books, and other uncatalogued material are not included in
the count.
TOUR OF LIBRARY
While the staff were at work on Sunday a bus tour of
Swedish merchant marine visitors came to the campus and, upon
request, Mr. Harlow showed them through the Library. 23
"RUSH" CATALOGUING
Notices will be prepared and sent to the teaching departments advising of this service.  The rubber stamp to be put on the
cards sent to faculty is self-explanatory and Fir. Harlow will
enlarge upon the plan in the issue of NOTES which he intends to get
out as soon as he has completed his annual report.
CARNEGIE ENDOWMENT FOR INTERNATIONAL PEACE
Fir. Vincent Baker of this Foundation is visiting the
campus.  In the survey of universit3?- interests in international
affairs which the Foundation carried out last year, UBC's contribution is considered among the best, and the statement on library
facilities perhaps the best.  The University has been commended for
it.
PROGRAM OF ORIENTAL STUDIES
Mr. Harlow reported attending a meeting of the Committee tc
plan a program in this field.  This year for'the first time a
general Introductory course is being offered, the "Introduction to
the Far East" (International Studies 205), in addition to Dr. Ho's
course in Chinese History.  An effort is being made to obtain funds
to provide for a new member of faculty, probably in the field of
Japanese studies, and for library materials. It is probable that
Oriental Studies will become established as a regular part of the
curriculum fairly soon.
Fliss Smith mentioned a bibliographical centre for
Oriental Studies which has been established in a large book store in
Tokyo.
Cataloguing Oriental material presents many, problems which
we shall have to face, but they will be considerably lightened by the
availability of cards in Chinese and Japanese from the Library of
Congress. A summary statement about our present holdings will need
to be drawn up shortly before we  proceed with further acquisitions.
LIBRARY COMMITTEE
The first meeting of the new Committee will be held
tomorrow. A Chairman for the current year will be selected, and the
chief business will be deciding upon the expenditure of $1100 of
"Committee funds" for research materials. Fir. Harlow will report
upon stack access under the liberalized admission rule, and there
will also be a discussion about arrangement of current periodicals,
by subject fields rather than alphabetically.  The new Committee is
composed of the following: Dr. G. N. Tucker, Dr. M. F. McGregor and
Dr. Ian McT. Cowan representing the Faculty of Arts and Science;
Dr. W. H. Flathews representing the Faculty of Applied Science;
Dr. W. J. Anderson representing the Faculty of Agriculture;
Mr. G, D. Kennedy representing the. Faculty of Law; Dean G. S. Allen
representing the Faculty of Forestry; Mr. F. Florrison representing
the Faculty of Pharmacy; Dr. S. Friedman representing the Faculty
of Fledicine; Dr. J. L. Robinson representing the Faculty of Graduate
Studies; Dr. B. A. Dunell, Dr. T. M. C. Taylor and Dr. A. D. Floore
as members at large appointed by the President; the President, 3
Dean G. C. Andrew, the Registrar, Fir. C. B. Wood, and Mr. Harlow.
FINES BILL FORMS
The new forms are now in use.
UNITED,.KINGDOM INFORIIATI0N .OFFICE
Mr. Harlow has received a letter from the Ottawa office
stating that our order for non-Parliamentary publications of Great
Britain has been received and is being given attention. Miss Smith
will now provide information to Fir. Harlow about additional needs
for U..S. government publications.
SUBSCRIPTION LIST
The Librae's annual bill for subscriptions, paid out of
the Books and Magazines fund, is just under $12,000.  This does
not count many titles paid for from other funds.
RESERVE BOOK ROOM DEADLINE
Faculty complain that students arrive late for 8:30
classes, offering as an excuse that they have had to return reserve
books at 8:30 a.m.  It was pointed out that the Library opens at
.3 a.m., not at 3:30, and that the students should allow sufficient
leeway in time of arrival on campus.  Bus schedules may make their
timing difficult.  Since many students have classes not only at
8:30 but also at 9:30, changing the deadline from 6':30 to 9:30
might not provide much relief. Fir. Harlow has asked Miss Flacclonald
for statistics on the use of Reserve Book Room between 8:30 and
9:30 a.m., ancl on overnight loans, and he will welcome suggestions
from staff to meet this difficulty.
HAKLUYT SOCIETY
The duplicate volumes in this set are being catalogued and
shelved with the main set in the Howay-Reid Room.
NUMISMATICS
There was brief discussion of the Library's collection of
coins, which may become of active interest to the Classics Department, and its files of journals in this field. Mr. Lanning, said
that the file of Numismatic Notes and Ilonographs was a gift from
Dr. R. L. Reid, quite "separate from" the main" Re id collection.
DEAN OF LAW FROM UNIVERSITY OF SYDNEY
Dean Kenneth Shatwell is visiting the University on a
grant from one of the Foundations and is being taken around by
Dean Curtis.  He is much interested in the Lav; building and is a
believer in central libra:ry administration. 4 u —
REFERENCE. BOOKS IN ENGLISH LITERATURE
A new edition of this work by Mr. Bell of the Library
staff, published jointly by the Library and the Department of
English, is now available.
Mr. de WOLF
Fliss Lanning reported that Fir. de Wolf has paid his fine;
in full and may again borrow from the Library.  One or two other
troublesome people are registered again, and if the public departments have much trouble with them, they should be referred to
Fir, Harlow.
ACQUISITIONS
Stanford Universit3r Hoover Institute and Library on War,
Revolution and Peace:
!•  Studi._esp, Series A-E. No, 5 to date.
2« SifeX^atijon_s, Nos. 1,2,4-6,9-12,16,18,21,22,24.
British Birds. Vols. 33-33,40-46 (1939-45, 1947-53).
The meeting adjourned at 11:20 a.m.

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