University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Jan 19, 1954

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*7
No. 59
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, JANUARY 19, 1954, at 9:45 a.m,
Present: Mr. Harlow, Miss Jefferd, Miss Lanning, Miss Mercer,
Miss O'Rourke, Mr. Lanning, Miss Fugler.
MINUTES No. 53
P. 3, 1.5-6, altered to read: "Slips for books rushed to
the stacks will be sent to Acquisitions by the Loan Desk and
mailed by Acquisitions,"
1.13-14, altered to read: "the first notice,
advising of a book received, and the second, advising of its call
number, will both be sent to faculty for the time being."
VISITOR FROM AUSTRALIA
The meeting was called a few minutes earlier today
because Mr. Harlow is expecting a visit from Mr, Raymond, liaison
officer of the National Library at Canberra, en route to the
Australian information library in New York.
LEAVE FOR MISS JEFFERD
As a mark of appreciation for Miss Jefferd's long and
valuable service to the University, the President is requesting
the Board of Governors to grant her three months' leave with pay.
Mr. Harlow commented that this is a pleasant gesture on the part
of the University, though a recognition well-earned.
Miss Jefferd will leave on March 14 for a trip abroad.
ALUMNI-UBC DEVELOPMENT FUND
Mr. Harlow has talked with Mr, Frank Turner and
Mr. Kenneth McGowan about making the Library an objective of the
Alumni Development Fund, and it has now been so designated, subject
to re-approval annually.  The Library may receive $500 a year from
the Fund, and it is unlikely that the contribution will ever be
less than $250.  Contributions to the Fund earmarked for Library
purposes would perhaps be matched out of the general Fund.
The Librarian is to write an article for the Chronicle, coincident
with the establishment of a "Friends" group.
"RUSH" CATALOGUING
After last week's meeting the Catalogue Division put
through a sample batch of thirteen miscellaneous rush items, and
they were all ready within the 24-hour period.  Mr. Harlow mentioned to the Library Committee that the new procedure is to be
put into effect.  Certain preliminaries are required: a notice to
faculty of the procedure to be followed, mimeographed slips to be
sent with "Book Received" notices, a rubber stamp, etc.
Acquisitions reports that the additional time required for mailing
will not be material. 2
Miss O'Rourke pointed out that rush books catalogued in
the Fine Arts classifications will now bypass Reference. To avoid
this, the short shelf list card will be sent to Reference by the
Loan Desk.  This will indicate to the Division that the book has
been rushed, but it will also mean that Fine Arts material is being
circulated from the Loan Desk rather than the Fine Arts Room.
It was decided that the books would be circulated from the Loan Desk,
for a one-week period, and the short shelf list cards would be sent
to Reference.
ANALYTICAL CARDS
Miss Jefferd, Miss Alldritt and Miss O'Rourke had met to
consider which series could be eliminated from the present standing
order for analytical cards.  The list will now be checked by
Mr. Lanning, and then all four will meet to consider the decisions,
prior to bringing the matter again to the Heads meeting.
LIBRARIAN'S TRIP EAST
Mr. Harlow said that he will leave on Friday to visit the
universities of Western Ontario, Toronto and McGill, then go to the
ALA Midwinter meeting in Chicago.
LIBRARY COMMITTEE MEETING
The first meeting of the new Committee was held last
Friday.  Dr. Tucker was re-elected Chairman and Miss Fugler
Secretary.  A list of the Committee members is attached.
The Committee authorized the expenditure of the remainder of the
Committee Fund for files of periodicals.  After discussion of the
need for an increased book budget, the Committee authorized the
Chairman and Librarian to send a letter to the President supporting
the request for an increase, and also authorized a letter to Department Heads suggesting that they support the request both through
the Librarian and their Deans.
1954/55 BUDGET
The Library's draft budget was sent to the Comptroller
yesterday, and a letter will be sent to the President supporting
requests made therein and advising him that the Library Committee
support the request for increased book funds. Mr. Harlow said
that the President always reminds him that there is a limited
amount of money for all"needs, and if it is spent for one thing it
cannot be spent for another; if it all goes for increased salaries
to faculty and staff, it cannot also be applied to increase book
funds, etc.  It is a difficult and inevitable situation,
STACK ACCESS
The Committee also considered the Librarian's suggestion
that stack access be extended to third year students, since it is
not feasible at present to establish an undergraduate library.
After careful consideration they decided that the Library should
experiment for the balance of this term by admitting third year
honours students, a list of whom is now available from the Registrar. s?
This will be a small group and the result will not throw much
light on the probable consequences of letting in all third year
people; but the Committee preferred to "turn the tap on
gradually." When the list of students is available, publicity
will be given in the UBYSSEY to the new regulation.
The Reference Division will also write up a notice for
the UBYSSEY regarding the new evening hours in the Serials and
Fine Arts Rooms.
SERIALS ARRANGEMENT
The Library Committee also discussed the arrangement of
serials in the periodicals stackroom.  They are most anxious to
have them arranged by subject, and Mr. Harlow stated that the
Serials Division were working on lists to make use of the stack
easier.  He told the Division Heads that the Library could expect
more pressure to be brought to bear on this point, and an eventual
subject arrangement insisted upon. Mr. Lanning mentioned the
impossibility of making a clear division into subjects because so
many periodicals are of interest to several fields, and this was
mentioned to the Committee.
ACQUISITIONS
Ergebnisse der Anatomie und Entwick-lungsgeschichte,
v. 1-23, 1891-1921.
Zentralblatt fur Physiologie, v. 1-21, 1387-1907.
The meeting adjourned at 11 a.m. I
0
LIBRARY COMMITTEE
Session 1953-1954
Arts and Science
Applied Science
Agriculture
Law
Pharmacy
Graduate Studies
Medicine
Forestry
-(Dr. G. N. Tucker
(Dr. D. C. Murdoch
(Dr. Ian McT. Cowan
- Prof. L. G. R. Crouch
- Dr. V. C. Brink
- Dr. M. M. Maclntyre
- Prof. J. E. Halliday
- Dr. J. L. Robinson
- Dr. S. M. Friedman
- Dean G. S. Allen
Appointed by
President
(Dr. B. A. Dunell
(Dr. T. M. C. Taylor
(Dr. J. G. Spaulding
Ex-officio
-(Chancellor Sherwood Lett
(President N. A. M. MacKenzie
(Dean G. C. Andrew
(Mr. Neal Harlow
(Mr. C. B. Wood

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