Bylaws Proposal: Member-Called Special Elections

[Moheeb Zara]

Hey all, I'd like to propose we add something to the bylaws: letting a group of members (thinking somewhere around 8 to 12 people) call for a special election if they feel it's needed. 

Here's why I think this could be good for us:

If a board member steps down, the membership would have the option to vote on who fills that seat instead of leaving it entirely to the board to decide. Not that the board would make a bad call, but having the choice feels right.

It also gives us a path forward if folks are feeling uneasy about how things are going with a particular seat. This isn't about kicking anyone out on the spot. It's more like a check-in. If enough members want to revisit a position, we can. And honestly, if someone gets voted back in, that's a pretty solid vote of confidence.

Looking through our current bylaws, I noticed we don't really have any long-term safeguards like this. I think having one could actually make things easier on everyone. If someone wants to step down but feels bad about leaving the rest of the board hanging, this gives us a smoother way to find their replacement. And if there's ever tension around a seat, we have a clear, fair process instead of things getting weird and awkward.

Mostly I just want us to have good tools for taking care of ourselves as an organization.

If you would like to discuss this proposal and help me shape it more, you can message me privately on discord (username virgilvox) or we can discuss on slack in a new channel #proposal-discussion-be-nice-or-i-will-throw-hands 

I don't often check the mailing list

[Moheeb Zara]

Calrification. it would take 8-12 members to call for a special election and then basic election rules would apply. Not that the 8-12 would decide the outcome. 

[David Lang]

do you mean that 8-12 people could call for someone to be thrown out of office
rather than the current 1/2 of membership?

David Lang

On Tue, 20 Jan 2026, Moheeb Zara wrote:

> Date: Tue, 20 Jan 2026 16:16:51 -0800 (PST)
> From: Moheeb Zara <mohee...@gmail.com>
> Reply-To: heatsy...@googlegroups.com
> To: HeatSync Labs <heatsy...@googlegroups.com>
> Subject: [HSL] Re: Bylaws Proposal: Member-Called Special Elections

[Brett Neese]

I think the idea is that 8-12 members can sign a petition to call for a special election. The candidate would then re-run at the next HYH, presumably against an opponent.

Personally, I do think it’s a problem that it takes such a high bar that will functionally never be met for the community to replace a board member mid-term. It’s also problematic in my eyes that the board can (and is in fact compelled to as I understand it) fill an empty seat without community consult. But, the details matter here, and this is fairly light on them. 

As the proposal currently stands, it could take as few as 8 members to craft a petition for a special election and even fewer, 4 or even in some scenarios less (because of the weird way our abstains work) to vote to replace any board member at an HYH, because presumably said special election would follow the same quorum/voting requirements as a normal election. That seems far too low.

Brett

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[Moheeb Zara]

I'm not sure if I worded correctly, ideally they would run against another nominee but it could be the case to call for an election to essentially measure for a vote of confidence if people would still like an individual to serve on the board or if they feel the position needs to be rotated. I want to keep it generally open ended while providing a path to rotating things out without having to wait a year (during which a lot of social dynamic damage can occur)

Right now the barrier to call for a re-election/removal is calling for a vote that requires the entirety of the membership to cast a vote which is just essentially impossible. i think the original rule was put in place when we were barely a dozen or so strong. We're nearly at 100 now and we all communicate accross different mediums and some aren't online at all. 

8-12 cardholders is around 10% of membership saying "hey can we like take the pulse of the space?" which I think is a fair quantity of dedicated volunteers asking for a check to balance things out. I'm open to amending the requirements beyond the initial call but again I'd prefer it be like a thing that gets discussed when this is called for, so that whoever is in the space at any time this may be invoked can have the flexibility that reflects the will of the people of that time. 

[Moheeb Zara]

Here is what would be my recommended wording for the bylaws addition.

Member-Called Special Election 

1. Right to Petition
   A group of no fewer than eight (8) active cardholding members, or ten percent (10%) of active cardholding members, whichever is greater, may submit a written petition calling for a special election for a specific Board seat.

2. Purpose
   A member-called special election may be invoked for any of the following purposes:
   a. To fill a vacant Board seat.
   b. To hold a mid-term election for a currently seated Board member.
   c. To conduct a vote of confidence regarding a currently seated Board member.

   The petition need not allege misconduct. Its purpose is to provide a structured mechanism for the membership to revisit a seat when requested by a meaningful portion of the community.

3. Effect of Petition
   Upon receipt and verification of a valid petition, the Board shall schedule a special election within a reasonable timeframe consistent with notice requirements for regular elections.

4. Election Process
   The special election shall follow the same nomination, quorum, and voting procedures used for regular Board elections unless otherwise specified in these bylaws.

   The currently seated Board member may stand for re-election.

5. Outcome
   a. If the incumbent receives the required votes under standard election rules, they shall continue serving their term.
   b. If another candidate is elected, the newly elected member shall serve the remainder of the unexpired term unless otherwise specified.

6. Limitations
   No more than one member-called special election for the same Board seat may occur within a six (6) month period.

[David Lang]

This did not get voted on tonight, Moheeb will re-word this based on the
discussion, and we will have until next saturday to discuss it and propose
changes before the final version to vote on gets posted on the 21st

David Lang


On Thu, 12 Feb 2026, Moheeb Zara wrote:

> Date: Thu, 12 Feb 2026 17:18:55 -0800 (PST)

> From: Moheeb Zara <mohee...@gmail.com>
> Reply-To: heatsy...@googlegroups.com
> To: HeatSync Labs <heatsy...@googlegroups.com>

> Subject: Re: [HSL] Re: Bylaws Proposal: Member-Called Special Elections

>
> Here is what would be my recommended wording for the bylaws addition.
>
> Member-Called Special Election
>

> 1.
>
> *Right to Petition*

> A group of no fewer than eight (8) active cardholding members, or ten
> percent (10%) of active cardholding members, whichever is greater, may
> submit a written petition calling for a special election for a specific
> Board seat.

> 2.
>
> *Purpose*

> A member-called special election may be invoked for any of the following
> purposes:
> a. To fill a vacant Board seat.
> b. To hold a mid-term election for a currently seated Board member.
> c. To conduct a vote of confidence regarding a currently seated Board
> member.
>
> The petition need not allege misconduct. Its purpose is to provide a
> structured mechanism for the membership to revisit a seat when requested by
> a meaningful portion of the community.

> 3.
>
> *Effect of Petition*

> Upon receipt and verification of a valid petition, the Board shall
> schedule a special election within a reasonable timeframe consistent with
> notice requirements for regular elections.

> 4.
>
> *Election Process*

> The special election shall follow the same nomination, quorum, and
> voting procedures used for regular Board elections unless otherwise
> specified in these bylaws.
>
> The currently seated Board member may stand for re-election.

> 5.
>
> *Outcome*

> a. If the incumbent receives the required votes under standard election
> rules, they shall continue serving their term.
> b. If another candidate is elected, the newly elected member shall serve
> the remainder of the unexpired term unless otherwise specified.

> 6.
>
> *Limitations*