The Committee to Produce the Sean Patrick
Memorial Run / Walk
Constitution and By Laws - Adopted
The mission of the Committee to Produce the Sean
Patrick French Memorial Run/Walk (the Committee) is to produce an
annual event, known as “Sean’s Run”, that will
be designed to increase awareness about the problems and solutions
of underage drinking and impaired driving and the lax use of seat
belts by teens. The goal is to reduce the number teens who are injured
or killed in car crashes.
The Committee was formed for the purpose of supporting
and advancing the work of schools and youth serving organizations
throughout the region in teaching teens about the dangerous consequences
of underage drinking, impaired driving and the failure to use seatbelts.
The Committee and Sean’s Run were established
in response to the tragic death of Sean Patrick French, the 17-year
old Chatham High School junior, honor roll student, community volunteer
and record-setting athlete who lost his life on January 1, 2002
as a passenger in a drunk-driving car crash. Another passenger,
17-yearold Ian Moore, sustained paralyzing injuries and is now a
paraplegic. The driver was also 17-years old.
Car crashes are the number one cause of death for
teenagers; nearly one third of all teenage drivers who crash have
been consuming alcohol. Nearly 2/3 of all teens that perish in car
crashes were not using seatbelts.
This data, from the National Highway Traffic Safety
Administration underscores the importance of the Committee’s
efforts in addressing this serious problem.
The annual Sean’s Run will include a 5K and
One mile run / walk that are open to runners, joggers and walkers
of all ages and abilities as well as various concurrent activities
such as exhibits, speakers, a tribute to victims and survivors,
a seat belt buckling contests and distribution of educational materials.
The Committee will promote their work through activities
such as release of press alerts, articles and advertisements provided
to the print and electronic media, maintaining a website, distributing
flyers, participating in student assemblies, displaying banners
and bill board advertisements.
To raise funds, the Committee will develop Sean’s Run sponsors,
encourage contributions and charge participants an entry fee to
participate in the 5K or One Mile run/walk. These revenues will
cover the cost of the event and can be used to fund programs operated
by schools and other organizations in the region to steer young
people from underage drinking and impaired driving and to increase
their use of seatbelts. Examples of such programs are driver’s
education programs, SADD, MADD, RID, Stop-DWI and DARE. As a result,
the mission of the event will be further reinforced.
By conducting the event in late April, Sean’s
Run will serve as a pre-prom reminder to high school students from
throughout the region about safe choices and the dangers of drinking
The Committee shall be representative of the community
and can include youth, parents, educators, youth service professionals,
law enforcement representatives, elected officials, business leaders,
faith community representatives and other interested individuals.
The Committee will be responsible for such things as event planning,
promotion, advertising, sponsorship development, event implementation
and event operation.
An Honorary Board of Directors will be named by the
Committee. Directors can be called upon as needed to the mission
of the Committee.
The Committee and honorary Board of Directors shall
be a volunteer citizen’s committee established under the auspices
of the Berkshire Taconic Community Foundation, a non-profit, 501
(c) (3) organization, which has headquarters in Great Barrington,
MA. The Foundation will extend its not-for-profit designation to
the Committee receiving revenue designated by the Committee and
paying Committee expenses and other appropriations as approved by
the Committee in accordance with the Committee’s By-Laws.
The first Sean Patrick French Memorial Run/Walk was
produced by the Committee in conjunction with the members of the
CHS Class of 2003 (Sean and Ian’s class) on April 28, 2002.
The inaugural Run/Walk attracted 1,208 entrants and raised $42,000.
Half the funds were contributed to the Sean Patrick French Memorial
Scholarship and the balance to the family of Ian Moore.
Adopted September 24, 2002
Amended September 14, 2006
Amended January 8, 2009
The name of this organization shall be: The Committee to Produce
the Sean Patrick French Memorial Run/Walk. The short name shall
be: The Sean’s Run Committee.
Committee Members – any member of the community, youth or
adult, who is interested in actively supporting the purpose of the
Committee and has been approved by the Officers, may join the Committee.
Honorary Board of Directors – individuals,
approved by the Committee, who represent a wide spectrum of the
community such as business leaders, youth, elected officials, educators,
youth service providers, faith community and law enforcement. Honorary
Directors will provide the Committee with guidance and assistance
about the event and the organization’s focus and emphasis.
The Officers of this organization shall be a General Chair, a Vice
Chair, Treasurer, Secretary, and High School Student Liaison. Their
terms of office shall be for one year.
Duties of Members
Section I. Committee– members are directly responsible
for the design, development, management and operation of Sean’s
Run and all its associated activities. It will be the duty of all
members to attend and participate in Committee meetings, assist/support
at least one sub-committee, attend and participate in respective
sub-committee meetings, complete various tasks related to producing
Sean’s Run. Committee members are expected to take an active
role in preparing for and operating Sean’s Run and its concurrent
activities. They will elect the Officers, elect the Honorary Board
of Directors and decide on an Estimated Annual Operating Budget
and how to distribute money raised during Sean’s Run.
The Officers shall approve all Committee memberships and the term
of membership. The Committee will be limited to thirty (30) members
including up to eight (8) who are middle and/or high school students.
Section II. Honorary Board of Directors – these are honorary
committee members available to provide the Committee with assistance
and offer guidance as needed by the Committee. They are invited
to participate in all Committee meetings and vote on all matters
brought before the Committee.
The Officers shall identify and nominate the honorary
Directors for approval by the Committee. The honorary Board of Directors
shall be limited to ten (10) members, including at least one high
Section III. Elections
The Officers shall be elected annually during the annual meeting
of the Committee members. The members of the honorary Board of Directors
shall be elected during the annual meeting and their term shall
be for two-years.
Section IV. Meetings
The General Chair shall establish the dates, times and places for
Committee meetings. There shall be at least 3 regular meetings throughout
the year and one annual meeting of the Committee to be held within
one month after the annual Sean’s Run.
Section V. General Chair
and Vice Chair
The General Chair is a voting member and shall chair all meetings
of the Committee. The General Chair shall set meeting dates and
times, determine the business to be acted upon by the Committee,
put to vote all questions which arise during meetings, name the
members who are to sit on all sub-committees and provide direction
and support to all sub-committees. The General Chair has the authority
to make decisions on behalf of the organization, except in areas
where the organization requires membership approval. The General
Chair is to represent the organization and its decisions. In the
absence of the General Chair, the Vice Chair shall chair all meetings
and fulfill the duties of the General Chair.
Section VI.a. Treasurer
The Treasurer shall maintain the Committee’s Checking Account
and receive receipts and bills specified by the General Chair or
Vice Chair for payment and keep record of each, and conduct other
duties as requested by the General Chair.
Section VI.b. Secretary
The Secretary or designee shall take notes of all Committee proceedings
and make the notes available to all members of the Committee. The
Secretary shall forward receipts and bills designated by the General
Chair or Vice Chair to the Berkshire Taconic Community Foundation
(BTCF) in the format as prescribed by the Foundation and in accordance
with the By-laws. The Secretary will receive correspondence from
BTCF and maintain records of the Fund’s balance. Secretary
will maintain all Committee records including a running account
of expenses and conduct other duties as requested by the General
Section VII. High School Student
The High School Student Liaison shall be a Chatham High School student
who will be responsible for communication between the Committee
and various high school student organizations for the purpose of
keeping the student body aware of event planning and to elicit participation
by CHS students. The Liaison will also communicate with and invite
the student bodies of other high schools to encourage their participation
in Sean’s Run and all its associated activities.
Section VIII. Subcommittees
The General Chair shall appoint all subcommittees of the Committee.
Section IX. Expenditures and Appropriations
At the first meeting following the Annual Meeting the Committee
shall approve an Estimated Annual Operating Budget for the following
year. All expenditures of moneys to pay bills and expenses related
to the operation, promotion and production of Sean’s Run included
within the Estimated Annual Operating Budget may be paid by the
Treasurer, or submitted to BTCF by the Secretary. Operating expenses
that exceed the Estimated Operating Budget must be ordered and approved
by two officers. All other appropriations, including the distribution
of revenues in excess of expenses to schools and youth organizations
to implement year-round programming must be approved by a majority
vote of the Organizing Committee.
Section X. Quorum
One-fourth the total membership of the Committee shall be considered
Section XI. Order of Business
• Meeting called to order
• Reading of minutes from previous meeting
• Treasurer’s Report
• Secretary’s Report
• Report of Subcommittees
• Unfinished Business
• New Business
Any amendments to these By-laws may be proposed at any meeting to
be adopted by a majority vote of the Committee.