Assistant Membership Management Officer Annual Report 2023

submitted by Melissa Moll

Current Roster

  • Melissa Moll, Assistant Membership Management Officer (2024)

List of Previous Goals and Progress Made

  • 1. Continue the onboarding process for this new special officer position and update instructions and documentation as needed.
    • Met regularly with the Membership Management Officer and Chief Financial Officer.
    • Began drafting documentation and workflow updates for appointments processing and listservs.
  • 2. Maintain accuracy and currency of the MLA administrative structure through updating YM profiles and rosters and drafting appointment/thank you letters.
    • Updated YM profiles as appointments changes were received.
    • Drafted appointment/thank you letters, first using Dropbox as a coordination point then shifting to the new shared appointments email inbox.
  • 3. Maintain the MLA listserv recipient lists, especially the Committee Chair and Interest Group Coordinator lists.
    • Continued updating the MLA listservs as appointment changes were received.
    • Helped to implement a new listserv for organizational liaisons (MLAOL-L).
    • Confirmed and documented updates to listserv recipients, especially Board member and special officer roles whose work could be aided through access to the targeted listservs.
  • 4. Participate on assigned committees, task forces, and working groups, including as an ex officio member of the Membership Committee, Web Committee, and the forthcoming Committee Management Team.
    • Throughout the year, participated in meetings of the Membership Committee, Web Committee, Committee Management Team, and other groups as needed.
  • 5. Assess ways to streamline the administrative structure maintenance process in light of the newly-formed Committee Management Team.
    • Drafted a workflow for funneling appointments changes to the AMMO with Committee Management Team as part of the process, along with an “MLA Appointments Hub” as a one-stop reference tool to facilitate the appointments work and provide answers more easily to some basic organizational questions.
    • Proposed a new appointments email address (appts@musiclibraryassoc.org) to be used as a joint account between the MLA President and MMO/AMMO to facilitate sending appointment and thank-you letters. We decided to implement the new email and began using it late summer.
    • Based on an examination of ex officio appointments in the various MLA handbooks showing differing uses and definitions of the term “ex officio,” proposed adoption of standard descriptions and definitions of non-chair members of committees, to be implemented in administrative, fiscal, committee, officer, and editor handbooks as portions come up for revision.

List of Future Goals

  • 1. Prepare for and transition into the MMO role, and guide the onboarding process for the new AMMO.
    • Ties to Strategic Plan: Value 4–Growth: MLA…fosters growth and leadership for all members; Objective 4.3–Develop and/or formalize on-boarding for new members, new committee members, and committee chairs.
  • 2. Continue the work of the outgoing MMO for 2024, including responsibilities for the FY25 membership renewal process, Chapter and IAML reports and payments, and close collaboration with the CFOs and Business Office.
    • Ties to Strategic Plan: Value 2–Collaboration: enables members to work together to accomplish shared organizational goals, fosters shared commitments; Value 3–Community: fosters a community of practice…which creates a welcoming space for all members; Goal Area 2–Develop and retain membership.
  • 3. Implement and facilitate a streamlined appointments processing workflow with Committee Management Team as part of the process, beginning with appointments made for 2024.
    • Ties to Strategic Plan: Objective 3.3–Review appointment processes for all MLA positions and committees. Identify ways to make processes and committee membership more reflective of MLA’s DEIA commitment; Goal Area 4–Refine and improve intraorganizational communication; Objective 2.5–Encourage member retention through…support for member engagement.
  • 4. Participate on assigned committees, task forces, and working groups, including as an ex officio member of the Membership Committee, Web Committee, and Committee Management Team.
    • Ties to Strategic Plan: Goal Area 2–Develop and retain membership; Goal Area 4–Refine and improve intraorganizational communication.