University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Apr 6, 1954

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 /)    7JK
W*
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, APRIL 6, 1954, at 10 a.m.
No. 63
Present: Mr. Harlow, Miss Lanning, Miss Mercer, Miss O'Rourke,
Miss Alldritt, Mr. Lanning, Miss Fugler.
MINUTES
Minutes No. 67 should be corrected as follows:
P. 1, second last paragraph, last line: "Multiple" should be replaced with "First".
LEATHER BINDINGS
Mr. Harlow showed samples of leather bindings which had
been treated with leather preservative.  There are many books
already in the collections which need this attention, but in order
to prevent adding to this backlog, volumes requiring this treatment
will be taken care of henceforth before they are shelved.
Mr. Hennessey will be in charge of this work.
AUSTRALIAN STATUTES
A list of Australian statutes which Mr. Ireland has
offered to the University will be checked by Reference.
SATURDAY, MAY 1, 1954
This is the last day of examinations and the deadline
for the return of all library material for inventory.  The Library
will remain open until 5 P.m.
BINDERY PRODUCTION
The Librarian commented briefly upon Mr. Fryer's report
about Bindery operations for the 12 months ending Fiarch 31, 1954.
Production this }>-ear for the Library alone exceeded the entire
output of the shop for the preceding year, and in addition several
thousand volumes were done on the Medical, Law, and other accounts.
The addition of the apprentice to the staff, some new equipment,
and continuing improvements in organization and procedures have
accounted for the excellent showing made. Mr. Fryer gave credit
to the excellent cooperation from the Serials staff, and Mr, Lanning
said that the cooperation had worked both ways and that very
pleasant relations exist between them.  Even with the present output, we do not seem to be keeping up with the still growing demands
for binding in the University.
INVENTORY
The annual notice that all library material should be
returned for the annual check by Flay 1, 1954, is being sent out
today to all faculty members.  Little material can be expected
before the examinations are over, and it was decided that such
second notices as are required should be mailed to reach faculty 92
-2-
just before Congregation, after which people disperse and are
difficult to locate.  The second notice involves the careful
listing of items still outstanding, there is barely time to prepare
it before Congregation.  People who borrow material on and after
April 15 should not be expected to return it on May 1, and they
should be so informed when the material is checked out. Miss Lanning will so instruct her staff* The second notice should be ready
for mailing on May 12.
GENERAL INVENTORY PROCEDURE
The Catalogue Division will inventory the material in
its department, and Reference will do the same for the Ridington
Room and Fine Arts. Miss Lanning will check the procedure followed
last year, and Heads of the divisions concerned will meet to
discuss methods,  The Howay-Reid Collection was checked by
Miss Jefferd and Mr. Owens last month.
New material in the Herd Book Room will be entered and
returned to the Room., Miss Lanning prefers to have the collections
in the departmental reading rooms checked before the main stack is
dealt with, and she suggested that this be done while she is
preparing lists for the second notices.  In some cases it will be
advisable for a member of the Serials staff to accompany a Loan
Desk person to the reading rooms. Mr, Neale will very likely have
the main stack in good order, since he reads shelves as time
permits during shelving, and he can perhaps keep ahead of the
checking teams. Last year Miss Lanning and Miss Jefferd checked the
Bio-Medical Branch, spending several evenings there.  It cannot be
done again until after the 15th Flay, after which Miss Lanning will
undertake it.  The changeover of the medical classification from
R to W is not yet complete, part of some sets may be under R and
part under W, and checking will be an unusually difficult job.
LIBRARY FINE BILL FORMS
A new stock of this form is to be ordered, and the
Librarian asked if anyone wished to make changes in it. Miss Lanning requested that a note be added indicating that inquiries
concerning adjustments should be made within a few days; some
borrowers have come in several weeks after bills have been sent,
when it is difficult to ascertain the true facts relating to the
case.
DAYS OF GRACE
The suggestion made last week that fines not be charged
for the first two days a book is overdue, until the volume becomes
as much as three days late, is in effect. Miss Lanning asked that
the rule not be made hard and fast but that she be allowed certain
leeway in its application.
POSTAL NOTES
Several postal note stamps for small amounts have been
turned in with stamp money lately, and Mr. Harlow drew attention
to the fact that these are not valid except as attachments to a
postal order.  The campus post office will not cash them, and we
should accept only postage stamps or money for payment. "
RED-EDGE CARDS
The Reference Division voted unanimously to continue this
practice, and Miss O'Rourke explained their point of view.  For
the present, therefore, the Catalogue Division will continue to
apply red edges to subject heading cards, but Fir. Harlow recommended
that the Reference staff experiment with teaching students the
significance of capital letters in this connection.
SERIALS OVERDUE NOTICE TO FACULTY
Mr. Lanning submitted revised copy for this form and,
after a further minor change, it was approved for mimeographing.
SUMMER MAIL SERVICE
The notice regarding this service to students has been
revised. Miss Lanning suggested that Dr. Daniells should see it
because he prescribes summer reading for his students and should
know what service is given by mail. A copy of the revised form,
which will be typed in the Circulation Division, will be sent by
Miss Lanning to him.
ALUMNI - "FRIENDS"
Mr. Harlow met Mr. Frank J. Turner and Mr. Kenneth
Macgowan at lunch recently to discuss what part the Alumni Association might play in the promotion of a Friends of the Library
organization.  Publicity will be got under way in the fall term,
and Mr. Harlow will welcome suggestions from staff relating to
this program, to the mailing list, and concerning an appropriate
name for the group.  The "friends" will have no actual connection
with the Alumni Association, although the funds received will be
credited to the Development Fund, and the Association will promote
the "friends" through its local chapters and publications.
Mr. Harlow will write an article for the Chronicle for September or
October.
RESEARCH PUBLICATIONS
The second number in this series is about available for
distribution now, and the third has been authorized.  Since all
three are in the field of planning it has been decided to rename
the series: Research Publications, Community Planning Series.
STUDENT ASSISTANTS
Mr. Lanning reported having a first-class student assistant this year, a good worker, conscientious, and dependable, and
he asked whether such a person might be offered a higher rate of
pay if he returned next year.  Inquiry will be made of the Personnel
office.  It was felt that such a person would be well worth the
extra money and that since there are so few who would justify
this treatment, there would be little extra drain on the budget. -4- n
CANADIAN HISTORICAL SOCIETY PUBLICATIONS
Mr. Lanning presented a list of national, provincial,
and regional societies, mentioning briefly those in which the
Library has memberships.  A similar list of United States
societies will be provided next week.
DR. ROTHSTEIN
Mr. Harlow has received a post card from Mr. Rothstein
who is on his way back to Vancouver and the Library after
successfully completing the work for his doctorate at the University of Illinois.  He and Mrs. Rothstein will probably reach
Vancouver about mid-April, after visits to several of the larger
libraries along their route,
FACULTY GIFTS
Acquisitions has sent to Dean Gage a list of gifts,
including those made by departments and individual members of
faculty.
ACQUISITIONS
Zeitschrift fur mikroskopisch anatomische Forschung.
bd. 5-44, 1926-38; bd. "46-5S, 1939-1952.
Royal Entomological Society, London.  Proceedings,
v. 1-10,1925-52.  Ser. A, v. 11-27, B, v. 5-21, C. v. 1-16,
1926 (v. 1) - 1952.
Philologus. v. I-56, 1846-1397, Supp. 1-6, 1360-1895.
Received as a gift from Dr. Malcolm F. McGregor, Department
of Classics, University of Cincinnati.
Revue des langues Romanes,  v. 1-25, 1870-1884.
L'Annee sociologique. v. 1-11, I896-I9O6/09. n.s, v, 1,
1923/24.
The meeting adjourned at 12:10 noon.

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