Board Member

PFLAG Butler is committed to fostering a welcoming, affirming, and safe environment for LGBTQ+ individuals and allies. Volunteers are vital to our mission and must uphold our values through their actions and attitudes. As a member of PFLAG Butler’s Board of Directors, expectations and requirements are higher than that of general members and volunteers. As such, all Board Members are required to commit to the following:

General Expectations

Board members must…

• Uphold the dignity, rights, and humanity of all individuals.
• Act in a professional, respectful, and compassionate manner at all times.
• Represent PFLAG Butler with integrity both within and outside of official activities.
• Abide by all policies, procedures, and instructions provided by local and national leadership.
• Maintain confidentiality and respect the privacy of community members and fellow volunteers.

Respect and Inclusion

Board members must…

• Use inclusive language and honor individuals’ names, pronouns, and identities.
• Affirm and respect diverse backgrounds, including but not limited to race, ethnicity, gender identity, gender expression, sexual orientation, disability, religion, age, and socioeconomic or immigration.
• Challenge personal biases and be open to learning and growth.
• Foster an environment free from discrimination, harassment, bullying, or exclusionary behavior.
• Understand that breaches of respect and inclusion are grounds for immediate removal.

Confidentiality

Board members must…

• Respect all private information shared by participants, leaders, or other volunteers.
• Respect all personal information (e.g., sexual orientation, gender identity, HIV status, immigration status, mental health information) and must never be disclosed without explicit consent.
• Understand that breaches of confidentiality are grounds for immediate removal.

Boundaries

Board members must…

• Maintain appropriate, professional boundaries with all community members and other volunteers.
• Do not engage in romantic, sexual, or exploitative relationships with individuals you support through the organization.
• Recognize the difference between acting in friendly encounters, acting as someone’s peer support, and acting in your capacity as a Board member.
• Accepting “No” as an answer involves respecting a person’s boundaries and choices, even when they conflict with your own desires or needs. It is a crucial expectation that promotes healthy relationships and prevents unnecessary conflict.
• Set and articulate their own interpersonal boundaries so that other volunteers and community members understand their individual needs and limitations.

Communication

Board members must…

• Use organizational communication channels appropriately and avoid sharing organizational information on personal social media without permission.
• Respond to communication from volunteers and leadership in a timely manner.  An expectation of 48 – 72 business hours is generally appropriate, unless expectations are otherwise set.
• Communicate any concerns, conflicts, or issues directly and respectfully to your committee chair, supervising member, assigned leader or designated Board Member.
• PFLAG Butler utilizes “Two Deep Leadership” when engaging in conflict resolution communication. A minimum of two members, preferably board members, should be present in all communication. Unilateral communication is an unacceptable safety concern; failure to do so can be considered as grounds for immediate removal as a volunteer.
• If there is conflict between a volunteer and their assigned leader, communicate with both PFLAG Butler’s co-presidents. If your conflict is with one of the co-presidents, communicate with the other co-president and vice president. If your conflict is with both co-presidents and/or the vice president, communicate with at minimum two members of the Board of Directors.

Safety and Commitment

Board members must…

• Follow all safety protocols during events, activities, and programs.
• Immediately report any behavior that threatens the physical or emotional safety of members.
• Practice Two Deep Leadership in all communication and events. At minimum two adult members should be present at all events, preferably members of the Board of Directors.
• Attend all required volunteer training sessions and stay updated on organizational policies.
• Honor your commitments and notify leadership promptly if you are unable to fulfill a scheduled role.
• Approach your volunteer role with dedication, responsibility, and a spirit of service.

Conflict Resolution

We understand that conflict can arise even in the most supportive environments. Board members are expected to engage with conflict thoughtfully and with a commitment to repair and growth. Therefore:

Address Issues Early: Board members should make every reasonable effort to address misunderstandings, miscommunications, or tensions early and directly with the person involved, when it is safe and appropriate to do so.

• Use Respectful Communication: Engage in conflict with a spirit of curiosity and kindness. Avoid blame, personal attacks, gossip, or public shaming. Use “I” statements (e.g., “I felt hurt when…”) and listen actively.
• Seek Leader Support: If direct communication does not resolve the issue, or if you feel unsafe or uncomfortable doing so, contact at least two of the following: a supervisor, a volunteer coordinator, or designated Board member. You will be supported in finding a resolution.
• Confidentiality: Discussions around conflict will be handled as confidentially as possible. Only those directly involved or who need to be consulted for a fair resolution will be included.
• Commit to Repair: Volunteers are expected to participate in restorative conversations if appropriate, aimed at understanding impact, rebuilding trust, and preventing future issues.
• Zero Tolerance for Abuse: If a conflict involves harassment, discrimination, threats, violence, or a violation of organizational policies, it must be immediately reported to the Board of Directors. Such behaviors will not be mediated between individuals but will be addressed through organizational disciplinary procedures.
• Transparency: If a conflict necessitates a discussion and vote by the Board of Directors, it will be handled only within a closed meeting of the Board; communication records of the conflict will be provided with confidentiality expectations to the attending members of the Board to assure full transparency in their decision-making process.
• Recusement: If a Board member is a participant of a conflict that is being resolved by the Board of Directors via official vote, they must recuse themselves from this vote.
• Organizational Review: In cases of significant or repeated conflicts, the Board of Directors may initiate a formal review process to determine appropriate next steps, including mediation, additional training, suspension, or dismissal.

Our goal is not to avoid conflict, but to model how conflict can be navigated with courage, care, and a commitment to the collective well-being of our community. Address interpersonal conflicts calmly, directly, and respectfully. Seek assistance from other Board members when conflicts cannot be resolved independently. Understand that PFLAG Butler reserves the right to dismiss Board members via a majority vote of the Board for those who are disruptive or in violation of this Code of Conduct.

Prohibition Against Private Inurement & Conflicts of Interest

• No member of the Board of Directors shall derive any personal profit or gain, directly or indirectly, by reason of his or her service as a Board member with the PFLAG Butler.
• Members of the board shall conduct their personal affairs in such a manner as to avoid any possible conflict of interest with their duties and responsibilities as members of the Board.
• When there is a decision to be made or an action to be approved that will result in a conflict between the best interests of PFLAG Butler and the Board member’s personal interests, the Board member has a duty to immediately disclose the conflict of interest so that the rest of the Board’s decision making will be informed about the conflict.
• It is every Board member’s obligation, in accordance with this policy, to ensure that decisions made by the Board reflect independent thinking. Consequently, in the event that any Board member receives compensation from PFLAG Butler for services, such as acting as a contractor or vendor, such compensation will be determined by and approved by the full Board in advance.
• Any conflicts of interest, including, but not limited to financial interests, on the part of any Board Member, shall be disclosed to the Board when the matter that reflects a conflict of interest becomes a matter of Board action, and through an annual procedure for all Board members to disclose conflicts of interest.
• Any Board Member having a conflict of interest shall not vote or use his or her personal influence to address the matter, and he or she shall not be counted in determining the quorum for the meeting

Accountability

Board members must…

• Accept feedback and corrective action when necessary.
• Accept that repeated or serious violations of this Code may result in suspension or termination of Board member, or even general membership status.
• Read, understand, and sign this Code of Conduct and the Volunteer Values Statement before participating in volunteer activities.

Board Member Code of Conduct Acknowledgment

By signing below, I affirm that I have read and understand the PFLAG Butler Board Member Code of Conduct. 

I acknowledge my responsibility to uphold the values, mission, and integrity of the organization in all actions and decisions taken as a representative of the board.

I understand that as a board member, I serve as a steward of this organization and a role model for our volunteers and community. I commit to fostering an environment of respect, accountability, inclusion, and ethical leadership.

I agree to abide by this Code of Conduct and understand that failure to do so may result in appropriate action by the board, including potential removal from my position.