Volunteer

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. Whether volunteers serve as Board Members, Members, or non-member volunteers we are all committed to the following:

General Expectations

Volunteers 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 PFLAG and local leadership.
• Maintain confidentiality and respect the privacy of community members and fellow volunteers.

Respect and Inclusion

Volunteers are expected to…

• 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.

Confidentiality

Volunteers are expected to…

• Respect all private information shared by participants, leadership, 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

Volunteers are expected to… 

• 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 volunteer.
• 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

Volunteers are expected to… 

• Use organizational communication channels appropriately and avoid sharing organizational information on personal social media without permission.
• Respond to communication from other 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

Volunteers are expected to… 

• 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. Volunteers are expected to engage with conflict thoughtfully and with a commitment to repair and growth. Therefore:

• Address Issues Early: Volunteers 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 Leadership 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, 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. 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.
• 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 leadership when conflicts cannot be resolved independently. Understand that PFLAG Butler reserves the right to dismiss volunteers who are disruptive or in violation of this Code of Conduct.

Accountability

Volunteers are expected to… 

• Volunteers must accept feedback and corrective action when necessary.
• Repeated or serious violations of this Code may result in suspension or termination of volunteer privileges.
• All decisions regarding volunteer status will be made in alignment with the organization’s mission and values.
• All volunteers must read, understand, and sign this Code of Conduct and the Volunteer Values Statement before participating in volunteer activities.

Volunteer Code of Conduct Acknowledgment

By signing below, I acknowledge that I have read, understood, and agree to follow the PFLAG Butler Volunteer Code of Conduct. 

I understand that my participation as a volunteer is contingent upon my commitment to upholding these standards, and that failure to do so may result in removal from volunteer duties.

I agree to conduct myself in a respectful, inclusive, and responsible manner in all interactions related to PFLAG Butler events, communications, and activities.

I understand that if I have any questions or concerns about this code or my responsibilities, I am encouraged to speak with a board member or designated volunteer coordinator.