Friendship Circle of Virginia Board Member Code of Conduct

As a board member of the Friendship Circle of Virginia, I am entrusted with upholding the mission, values, and integrity of the organization. This Code of Conduct outlines expectations for conduct grounded in respect, personal accountability, professional standards, and the belief in the absolute value of every person.

At the core of Friendship Circle is a deep recognition that every individual is whole, worthy, and equally significant. I will treat every person with respect, dignity, and compassion, because each is inherently valuable—just as they are.

1. Mission Commitment

I pledge to support and promote the mission of Friendship Circle: Friendship Circle of Virginia is a non-profit organization that aims to create an inclusive community by facilitating friendships and social opportunities for people with and without disabilities to connect through meaningful social experiences at home and throughout the community.  We celebrate the differences and similarities of every person, valuing each of us as an integral part of the community.

2. Fiduciary Duties

• Duty of Care: I will act with diligence, informed judgment, and accountability in service to the organization.
• Duty of Loyalty: I will prioritize the interests of Friendship Circle over any personal or professional gain and avoid conflicts of interest.
• Duty of Obedience: I will ensure that Friendship Circle adheres to its mission, abides by applicable laws, and complies with its bylaws and policies.

3. Professional Conduct

I will conduct myself in a manner that reflects positively on Friendship Circle at all times—online, in meetings, and at events. I will be respectful, courteous, and collaborative in all interactions with families, volunteers, staff, fellow board members, and community partners. I will attend meetings regularly, come prepared, and actively participate in board and committee work.

4. Ethical Standards

• Integrity & Honesty: I will uphold the highest standards of truthfulness, fairness, and ethical decision-making in all matters related to the organization.
• Respect & Inclusion: I will foster a culture of mutual respect and inclusivity, honoring the diverse experiences and identities of all those involved.
• Avoid Exploitation: I will refrain from using exploitative stories or images in fundraising, marketing, or promotional efforts.

5. Confidentiality & Privacy

I will maintain confidentiality regarding sensitive or private information, including but not limited to:

• Personal, financial, or medical information of families and participants
• All internal organizational documents unless specifically given permission
• Donor contact details and giving history
• Sources of income for the organization such as grants and sponsorships
• I will only share information through authorized channels and will respect all privacy expectations.

6. Conflict of Interest

I will disclose any real or perceived conflicts of interest and recuse myself from any related discussions or decisions. I will not use my board position for personal or professional advantage.

7. Dress Code

Board members are expected to dress in a manner that is professional, respectful, and appropriate for the setting. Clothing should not be overly revealing or excessively casual in formal or public-facing contexts. Examples include avoiding low-cut or midriff-baring tops, very short shorts, and clothing with offensive graphics or language.

For activity-based settings, attire should prioritize safety and comfort. Avoid wearing items such as long earrings, necklaces, ties, scarves, or other accessories that children may pull on or that could pose a safety hazard. Footwear should be secure and suitable for movement or outdoor environments when required.

8. Fundraising & Donor Stewardship

I will support Friendship Circle’s fundraising efforts with transparency and respect. I will treat every donor with appreciation and protect their privacy, regardless of the size of their gift or public recognition preferences.

9. Board Responsibilities

• Strategic Oversight: Contribute to long-term planning, financial oversight, and executive accountability
• Ambassadorship: Represent the organization with clarity and pride in the community.
• Governance Knowledge: Understand and uphold governing documents, policies, and ethical expectations.
• Continuous Learning: Stay informed about issues relevant to the organization and those we serve.

10. Setting the Tone

As a board member, I model the standard of conduct for staff, volunteers, and the broader community. I promote respectful dialogue, ethical behavior, and responsible leadership.

11. General Conduct

I will maintain respectful and appropriate conduct in all settings and be mindful to distinguish between my personal views and those made on behalf of the board. If I observe behavior that seems inconsistent with this Code of Conduct, I will communicate concerns in a respectful and constructive manner to the appropriate person within the organization.

12. Inclusive Language and Terminology

At Friendship Circle of Virginia, we are committed to fostering an inclusive, respectful, and empowering environment for individuals of all abilities. As part of our Code of Conduct, all board members, volunteers, and participants are expected to use respectful and inclusive language when referring to individuals with disabilities.

Guidelines for Proper Terminology:

1. People-First Language: Whenever appropriate, refer to the person before the disability (e.g., “a person with Down Syndrome” rather than “a Down’s person”). This emphasizes the individual’s humanity and dignity.
2. Respect Identity-First Preferences: Some individuals prefer identity-first language (e.g., “Autistic person” or “Deaf person”). If a person shares their preference, honor it.
3. Avoid Outdated or Offensive Terms: Refrain from using terms such as "handicapped," "suffers from," "wheelchair-bound," or "special needs." Instead, use terms like "person with a disability," "person who uses a wheelchair," or simply refer to the person by name.
4. Use Empowering Language: Speak about individuals in terms of their strengths and individuality. 
5. When in Doubt, Ask: If you are unsure how someone identifies or prefers to be referred to, respectfully ask or listen to how they refer to themselves.
6. Be Mindful of Tone and Context: Even well-intentioned words can come across as condescending or dismissive. Avoid overly sympathetic or inspirational tones when referring to someone’s disability unless they’ve expressed that sentiment themselves.

Using respectful and appropriate terminology is not just a matter of political correctness—it is a reflection of our values, our respect for the disability community, and our belief in the dignity and worth of every person.