> For the complete documentation index, see [llms.txt](https://docs.intersectmbo.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.intersectmbo.org/intersect-knowledge-base/legal/policies-and-conditions/intersect-members-policies/committee-member-resignation-and-dismissal-policy.md).
# Committee Member dismissal & replacement policy
*Approved by Intersect Steering Committee on* **1st June 2026**
### Overview
*This policy defines the procedures for replacing committee members and handling issues related to non-participation. (Right now this policy considers only the basic attendance of committee meetings and votes as objective measure of participation.)*
### How to handle not participating committee members
Especially with a 2 year term, and a group of 10 elected volunteers, it is reasonable to understand that a committee member can’t always participate in committee activities. Intersect, its secretaries and the committee members should always aim to understand and get context before actioning any of the points below.
There are however times when actions are required to maintain a functioning committee. Below are clear scenarios for Committee members dismissals, pausing of committee rewards, and temporary loss of voting power within a committee.
1. **What constitutes ground for dismissal** (and allows a motion of no confidence to be raised)\
\&#xNAN;*An initial grace period of 8 weeks is given to all new committee members at the start of their term, knowing that onboarding and adjustments to schedules takes time. So the counting for the actions below should start after these 8 weeks.*
1. If a committee member fails to join at least 50% official meetings (or 2 if committee has only 2) for 3 months within a 6 months period
2. If a committee member has not attended more than 6 committee meetings in a row
3. If a committee member, within 6 months period, hasn’t participated in at least 75% of the votes
2. **When should the secretary reach out to a committee member** to request context about their absence\
\&#xNAN;*This is done to provide extra context to the process so that a potential dismissal is treated fairly*
1. If a committee member fails to join for 1 month at least 50% official meetings (or 2 if committee has only 2) and anything above that
3. **What triggers a pause in committee rewards**
1. If a committee member fails to join for 1 month at least 50% official meetings (or 2 if committee has only 2)
4. **What triggers temporary loss of voting rights in the committee**
1. If a committee member fails to join at least 50% official meetings (or 2 if committee has only 2) for 2 months in a row, they temporarily lose voting rights if any vote is held within the 2 next meetings the committee member attends (that member vote will count as ‘abstain’ so not impacting quorum)
5. How to raise a no confidence vote to dismiss a committee member
1. Pre-requirements
1. At least one of the conditions in point 1 needs to exist and be documented
2. Steps
1. Collect evidences from public sources (or request to secretary to collect evidence, if so the secretary will also notify the affected person)
2. Committee member raises motion which should be dealt as first topic of the agenda
3. Committee member provide documented evidence
1. If the affected member, is present in the session they will be allowed enough time to provide context and explanation
2. If the the affected member is not present, they will be notified of the motion by the secretary and allowed till next committee meeting to provide context and explanation
4. If another committee member seconds the motion the committee can evaluate and vote (either in the current or the next session depending if the affected person is present or not)
### How and when to replace committee members
1. Because the main scope of a committee is, via its members expertise and opinion, to discuss matters related to their remit and vote on recommendations, it’s strongly recommended to replace a member of a vacant voting seat **only if the committee falls below 7 voting members**.
2. How to appoint a voting seat
1. When the committee has fewer than seven voting members and needs to replace one or more voting members, replacements must be selected from the most recent election candidates in descending order of votes received.\
\ *For example, if the committee has 10 seats and five seats are elected in each cycle, the first replacement would be the candidate who received the sixth-highest number of votes, followed by the seventh-highest candidate, and so on.*\
\
This process ensures compliance with the Member-Based Organization structure and respects the will of the members.
1. IF there are no other candidates from the last election OR IF the other candidates are unavailable (for any reason) then they should look at the previous election
2. The replacing member needs to be voted in by a simple majority vote of the committee members with follow up notification to the ISC.
3. The appointed voting member term will end at the end of the term of the seat they replaced OR at the next election cycle (whatever comes first)
1. If the election comes first, and the original voting seat term expires in the following election, the newly elected member will get a 1 year term. That member will be the last one in the list of elected members *(e.g. if the committee size is 10, and 5 seats go up for election each time, the person that gets the 1 year seat will be the 6th one)*
### Footnotes
*IF the committee has more than 7 voting members they can decide (as they always can) to appoint a new Subject Matter Expert (SME), this is especially recommended if the committee lacks some expertise or doesn’t have enough people or point of view to handle certain topics.*
\
\
---
# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.
## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.
Perform an HTTP GET request on the current page URL with the `ask` query parameter:
```
GET https://docs.intersectmbo.org/intersect-knowledge-base/legal/policies-and-conditions/intersect-members-policies/committee-member-resignation-and-dismissal-policy.md?ask=
```
The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.
Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.