SOUTH HAMS HASH HOUSE HARRIERS
Committee Meeting Minutes
Date: 11 October 2026
Present:
Overshot (GM)
Twisted Sister (On’ Sec)
Dulux (Social Diary)
Pugsley (Hash Cash)
Apologies:
Dimwit (Hare Razer)
Matters Arising:
Formal Complaints –
The GM advised that since being elected on 23 September 2026, eight emails relating to formal complaints concerning matters arising before the election of the current committee on 7 October 2026 had been received. A further complaint-related email was received following the election of the current committee.
A request had been made that Twisted Sister not be included in correspondence relating to these complaints. The committee considered this request. As Twisted Sister did not have access to the report referred to within the correspondence, the committee determined there were no grounds to exclude her from discussions. The committee also noted that Dimwit had abstained from matters relating to this issue. Excluding Twisted Sister would therefore have left the committee inquorate and unable to consider or act upon the complaints.
The committee discussed the complaints received and agreed that it was unable to determine the majority of the matters raised until the ongoing investigation into charity funds had concluded and the associated report had been published. However, the committee agreed that several actions could be implemented immediately:
1: A new Social Media Policy will be developed and circulated to all hashers.
2: There will be no restrictions on active members participating in general social media groups, except where specified within the Social Media Policy.
3: A reminder will be issued to all hashers that, for safety reasons, participants should hash in pairs as a minimum.
4: Hashers are to be reminded that membership comes with a responsibility to treat one another with respect and refrain from using abusive or foul language towards other members. This will be done via a social media post and if required, direct communication with persons involved.
5: Following the implementation of the Social Media Policy, a review of membership of the closed Hash Facebook page will be undertaken:
· A post will be published requesting that members who wish to remain on the page respond with their hash name within one week.
· Members who do not respond within the specified period will be removed.
· Individuals removed from the page will be contacted and advised that, if they believe they have been removed in error, they may request to rejoin.
Transparency and Governance
The committee confirmed its commitment to transparency and agreed the following:
• Minutes of committee meetings will be published, subject to appropriate GDPR considerations.
• Formal complaints received by the committee will be discussed and recorded within committee minutes unless the committee deem there are extraordinary reasons not too (i.e. criminal matters).
• Pugsley proposed that committee meetings should be open to all members. The committee discussed the proposal and considered the practical implications of opening meetings at the present time. It was agreed that committee meetings would remain closed for the time being to allow business to be conducted effectively and efficiently. The committee reaffirmed its commitment to transparency and remains supportive of increasing member participation and engagement wherever practicable in the future.
• Dates of committee meetings will be published in advance.
• Hashers will be able to request items for inclusion on meeting agendas.
• All hashers will be given the opportunity to be heard at the AGPU should they wish to do so.
Subject Access Request (SAR)
The committee noted that it had received a Subject Access Request (SAR).
The current committee has limited access to records held by the previous committee. Information currently available and falling within the scope of the SAR has been provided in an appropriately redacted format. The committee has also requested that members of the previous committees forward any documents within their possession that fall within the scope of the SAR, appropriately redacted where necessary. Any such documents received will also be provided as part of the SAR response.
Any Other Business
Hash Finances
Pugsley confirmed that, since being elected Hash Cash on 7 October 2026, he has not had access to the Hash bank account and has not had any involvement in, or oversight of, the Hash finances prior to that date. This remains the position as of the date of this meeting.
On Hash Cash handover all reconciled accounts to that date will be officially filed for the records for accountability and pre-dates the appointment and involvement of the new Hash Cash.
Date of Next Meeting
19 October 2026
Meeting Closed