STANDING COMMITTEES OF THE BOARD OF TRUSTEES
The S-Anon Board of Trustees is authorized by the Bylaws of the S-Anon Family Groups to create the following Standing Committees:
• International Conventions
• World Service Conference
• Public Information and Outreach
• Policy and Service Communications
Other committees deemed necessary to carry on special work may be formed as needed. All members of all committees take as their first duty the obligation to adhere to their best understanding of the S-Anon Twelve Steps, Twelve Traditions, and Twelve Concepts of Service in all actions taken on behalf of S-Anon.
BOT Standing Committee Chairpersons serve as Trustees-at-Large and as such participate in all BOT decisions. They coordinate the activities of the Committee and report to the full BOT in a monthly written report detailing activities and expenditures. Each committee works independently, but final review and approval of the implementation of all committee work rests with the full BOT (Concept Ten, Concept Twelve-Warranty 3). If the BOT did not have the service authority to make the final decision, and if two committees involved in a decision disagreed, the committees could issue conflicting directives, creating “double-headed management” (Concept Ten). To avoid the possibility of a situation like that occurring, the two committees can refer their concerns to the full BOT, where the final decision rests. Committee descriptions, membership suggestions, and responsibilities are shown below.
Qualifications for Serving and Terms of Office: In general, Standing Committee Chairs serve a term of 3 years and may serve one additional consecutive 3-year term. Term length for volunteer S-Anon members of Standing Committees is currently not limited by the S-Anon Bylaws. Experience shows that a mix of newer and longer serving members can facilitate more informed and effective operation of a committee, while keeping in mind that rotation of service is an underlying principle that serves the fellowship well in every service position. The purpose, membership, and duties of existing BOT Standing Committees are detailed below. In general, the main requirement for serving as a BOT Committee member is the desire and availability to serve. Additional information regarding the qualifications for serving as a Chairperson and for volunteering for service on a Standing Committee is available from each committee chairperson via the World Service Office.
The purpose of the Executive Committee is to administer the operations of the World Service Office (WSO) in accordance with S-Anon’s Concept Eight, “The Board of Trustees delegates full authority for routine management of the S-Anon headquarters to its Executive Committee.” The Board of Trustees, which sets WSO policy in accordance with S-Anon’s Concepts Three, Six, and Eight, has given the Executive Committee the legal authority to make decisions regarding the daily affairs of the WSO and to ensure that the WSO is adhering to BOT policy.
The Executive Committee is composed of the Officers of the BOT: the Chairperson, Co-Chairperson, Treasurer, and Secretary. It also includes the Executive Director of the World Service Office. The BOT Chairperson chairs the Executive Committee. The term of office of all Officers of the Board of Trustees is 3 years, with two consecutive terms in the same position allowed. The Executive Director remains on the Executive Committee for his or her entire term of employment in that capacity.
Members of the Executive Committee carry out the following activities:
• In accordance with Concept Eight, oversee the daily operations of the WSO, ensuring that WSO activities are conducted in accordance with policies approved by the Board of Trustees. Operations include, but are not limited to:
- Providing information to members and potential members
- Providing services and information to existing, registered S-Anon groups
- Maintaining and updating the S-Anon Web site
- Facilitating registration by Area Delegates and partial reimbursement of their expenses to attend the World Service Conference
- Maintaining up-to-date registered group and lone member information
- Maintaining listings of long distance sponsors, group, and intergroup service sponsors
- Providing administrative assistance to BOT Standing Committees, as time is available
• Meet monthly, or as needed, by conference call or in person
• Support the Executive Director using the members’ experiences, both personal and professional
• Hire, supervise, and appraise the performance of the Executive Director
• Update the job descriptions of the Executive Director and WSO staff members as WSO operational changes require.
Finance CommitteePurpose The Finance Committee provides stewardship of the funds received by S-Anon’s World Service Office (WSO).
The Finance Committee is composed of the Treasurer of the Board of Trustees and additional volunteer S-Anon members.
Members of the Finance Committee carry out the following activities:
- Serve as stewards of WSO funds.
- Assist the Treasurer in carrying out assigned responsibilities.
- Meet monthly by conference call.
- Review WSO financial results and key trends.
- Evaluate WSO unbudgeted/unusual expenditures.
- Develop the WSO annual operating budget for presentation to BOT.
- Review/assist with annual WSO audits.
- Work with the Treasurer and WSO staff to develop and implement sound financial procedures and systems.
The purpose of the Literature Committee is to assure that every aspect of the S-Anon program of recovery is presented in adequate, comprehensive, and consistent written material. Literature includes books, pamphlets, leaflets, and other material that is reviewed and approved for distribution through the WSO to our members, friends, professionals, and to the world at large, via the S-Anon Web site.
The Literature Committee consists of a Chairperson, who serves as a Trustee-at-Large on the Board of Trustees, between five and ten volunteer editors, approximately 25 “readers” distributed across all regions, and a Webmaster. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above.
Members of the Literature Committee carry out the following activities:
• Make recommendations to the BOT and WSC on the short- and long-range literature needs of S-Anon.
• Create literature incorporating member submissions, as authorized by the BOT and WSC.
• Recommend and carry out procedures whereby written recovery material is reviewed and prepared for Conference Approval.
• Assist with the creation and editing of service literature as requested by the BOT.
• Manage and update S-Anon web site content, in coordination with the Executive Committee, which is responsible for the Web site.
• Act as an advisor on copyright matters.
• Obtain needed permissions to use quotes from sources outside of S-Anon Conference Approved Literature, as necessary.
• Review and approve suggestions for minor changes to previously approved recovery literature.
International Conventions Committee
The International Conventions Committee provides guidance to international convention planning host committees in an effort to ensure that the international conventions proceed in accordance with the S-Anon Twelve Steps, Twelve Traditions, Twelve Concepts and the BOT approved International Convention Committee guidelines.
The International Conventions Committee consists of a Chairperson, who serves as a Trustee-at-Large on the Board of Trustees and other volunteer S-Anon members. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above.
Members of the International Conventions Committee carry out the following activities:
• Assist and support international convention planning host committees via telephone, mail, e-mail, and site visits, if necessary.
• Review the program for upcoming conventions, considering content and providing feedback and suggestions as appropriate.
• Review suggested speakers submitted by host committee and from WSO speakers’ pool. After careful consideration invite speakers with a variety of ESH.
• International Convention Committee Chairperson attends all conventions to be on hand to support the current host committee and meet with members of the host committees of future international conventions.
• Participate in debriefing meetings at the conclusion of S-Anon International Conventions.
• Maintain and update the S-Anon Convention Guidelines and make that document available to international convention host committees.
World Service Conference Committee
The World Service Conference Committee is responsible for planning and facilitating the annual S-Anon World Service Conference (WSC).
The committee is made up of a Chairperson, who serves as a Trustee-at-Large on the Board of Trustees, and volunteer S-Anon members. Delegate participation on this committee is strongly encouraged. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above.
Members of the World Service Conference Committee carry out the following activities:
• Make arrangements for the WSC date, time, and meeting facilities. This includes, but is not limited to, arranging for a meeting room, layout of the meeting room, lunch, recordings.
• Ensure that the WSC proceedings are recorded.
• Ensure that each Area of the S-Anon Fellowship is informed about the World Service Conference, invited to participate and register a delegate to represent their Area, and provided a format for submitting motions to the Conference.
• Follow a process for reviewing the motions submitted.
• Compile and distribute a WSC package of documents for each participant. It contains the agenda, BOT committee reports and motions with supporting documentation.
• Appoint a credentials committee to check in the WSC members (designated in advance) as they arrive, and report on attendance as one of the first agenda items of the WSC for purposes of establishing a quorum.
• Develop the agenda for the annual World Service Conference.
• Work collaboratively with the World Service Office staff in coordinating details, mailings, and registrations.
• Appoint a Chairperson, Parliamentarian and Secretary for the Conference.
• After the Conference, create minutes from the Conference proceedings and disseminate the minutes within three months to the Fellowship.
Public Information and Outreach Committee
The Public Information and Outreach Committee acts as a liaison between S-Anon and the general population. The Committee’s goal is to increase awareness of the S-Anon program using S-Anon Conference Approved Literature, posters, and the S-Anon Web site. The Committee serves as a resource for helping professionals, the families and friends of sexaholics, and individuals affected by sexaholism.
The Public Information and Outreach Committee consists of a Chairperson, who serves as a Trustee-at-Large on the Board of Trustees, and other volunteer S-Anon members. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above.
Members of the Public Information and Outreach Committee carry out the following activities:
• Develop tools and recommend activities designed to communicate with individuals and organizations to increase awareness of the S-Anon program
• Upon request, provide ideas, guidance, and support to individuals, groups, and Intergroups in their efforts to facilitate outreach in their local area.
• The S-Anon Corrections Outreach Committee, a sub-committee of the PI&O Committee, facilitates outreach to family members and friends of incarcerated sexaholic offenders during all phases of the legal process. The committee also reaches out to incarcerated S-Anons.
• Reach out to the helping professional community by raising awareness of the S-Anon program and providing answers to specific questions using Conference Approved material for guidance.
• Generate goodwill and facilitate the exchange of information between professional organizations and others with whom we wish to have contact to carry the S-Anon message of hope.
• Maintain information on the S-Anon Web site (www.sanon.org) to assist members or groups in carrying out their outreach programs.
The purpose of the Archives Committee is to preserve and organize historical S-Anon and S-Ateen material, making it available to the fellowship.
The Archives Committee consists of a Chairperson, who serves as a Trustee-at-Large on the Board of Trustees, and other volunteer S-Anon members. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above.
Members of the Archives Committee carry out the following activities:
• Assist the World Service Office in organizing and maintaining files of historical material. Types of general activities include:
1. Arrange and organize electronic and hard copy files
2. Review documents and edit where appropriate to ensure anonymity
3. Adding and updating the Master Timeline
4. Continue collecting historically relevant information
• Inspire a love for and create interest in the history of S-Anon and S-Ateen. This includes a variety of formats such as presentations, displays and literature.
• Make information available to the fellowship. Assist and inform the serious researcher within the framework of the S-Anon Traditions.
The S-Ateen Committee provides information, guidance, and support to anyone seeking an S-Ateen group through the World Service Office. The committee also provides ongoing support and guidance to S-Ateen groups including the administration of training and certification of S-Ateen Group Sponsors. In addition, the S-Ateen Committee offers S-Ateen program recommendations and guidance to host committees for International Conventions, regional marathons, and local events that include S-Ateen participation.
The committee is made up of a Chairperson, who serves as a Trustee-at-Large on the Board of Trustees, and volunteer S-Anon members. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above. Terms of Office are as stated under “Standing Committees of the Board of Trustees” above.
Members of the S-Ateen Committee carry out the following activities:
• Correspond with inquirers seeking an S-Ateen group through the World Service Office. If there is no meeting available, other possible recovery alternatives are suggested such as International Conventions, marathons, and online S-Ateen meetings.
• Upon request, provide information on how to start new S-Ateen groups (face to face, telephone, and/or online).
• Encourage a connection between existing S-Ateen groups so they may support each other and exchange helpful suggestions.
• Share experience, strength, and hope with regard to issues that affect S-Ateen as a whole.
• Provide guidance, support, training, and certification to S-Anon members involved in S-Ateen Service (SMISS). As S-Ateen Group Sponsors, this may include service in local areas on a regular basis at face-to-face group meetings, telephone and/or online group meetings, or temporarily at International Conventions, Conferences, and Marathons.
• Maintain a list of S-Ateen certified Group Sponsors and S-Ateen Committee members willing to connect with teenagers requiring a long distance connection by telephone and/or email.
• Provide support to the International Convention Committee and to the local S-Anon host committee for International Conventions with the planning of S-Ateen meetings.
• Provide support and help to the PI & O Committee in generating ideas to carry the message of S-Ateen, within our S-Anon fellowship and to the public.
• Participate in drafting and reviewing new projects, Conference Approved Literature, and Service Literature ensuring all represent the S-Ateen point of view.
• Oversees continued development of and support to the S-Ateen Online Community; weekly live S-Ateen meetings are held via this online venue.
Policy and Service Communications Committee
The Policy and Service Communication Committee has two main purposes: the examination of issues and questions that affect S-Anon as a whole, and the review of Service Literature.
The committee is made up of a Chairperson, who serves as a Trustee -at-Large on the Board of Trustees, and other current S-Anon members. Working knowledge of the Twelve Traditions is strongly suggested. Awareness of the principles of the Twelve Concepts of Service would be most beneficial.
Members of the Policy and Service Communications Committee carry out the following activities:
• Assist the full BOT by participating in the study of issues and questions that affect S-Anon as a whole.
• Develop recommendations based on study and documentation of applicable Conference approved resources named above, which may result in a motion prepared by the Committee and presented to the full BOT by the acting Chairperson.
• Review Service Literature developed by other committees or individuals for adherence to existing policy and the 12 Traditions and Concepts.
• Participate in committee monthly conference calls, email communications and independent research.
Other Types of Committees. The BOT may from time to time create an “ad hoc” committee, which exists for a particular purpose, and has an end date tied to the specific purpose (when the event is over, when the project is complete, when the question is answered). For example, the ad hoc committee formed to revise the S-Anon/S-Ateen Service Manual will cease to exist when the revision is complete.
The BOT may also choose to create a sub-committee of a Standing Committee, which exists to work on a sub-set of ongoing activities within the larger entity. For example, Corrections Outreach is a sub-committee of the Public Information & Outreach Standing Committee. The sub-committee Chair is a member of the Standing Committee, while the members of the sub-committee may or may not be members of the Standing Committee. The Chair of the sub-committee reports to the Chair of the Standing Committee, who in turn reports sub-committee activities to the full BOT monthly, along with the other Standing Committee activities. Sub-committee Chairs may attend the WSC as spectators, but do not have a voice or a vote.