Nakkertok Race Program (NRP)

Race Committee (RC)

Terms-of-Reference

Updated Fall 2024

PURPOSE OF RACE COMMITTEE (RC)

1. Provide strategic oversight and direction for the NRP
• Oversight of the NRP according to its mission, values, goals, and annual benchmarks
• Consider and make decisions, ideally by consensus, at the RC-level of governance (see decision making matrix below)
1. Including major ‘policy’ decisions (e.g. program fees, budget proposal, NRP goals/benchmarks, safety, Code-of-Conduct, etc)
• Inform decisions made at level of Racing Director, Head Coach, Program Leads, Lead NRP Coordinators
2. Share insights and updates across the different programs for the NRP
• Awareness/Coordination of operations
• Share lessons learned/best practices
• But not an operational-decision making body

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Race Committee Composition/Structure (Overall)

Membership: See organization chart below

• With each members having two overall roles:
• Contribute to overall considerations/decision-making of Race Committee (not just with respect to their specific operations role in support of the program)
• Updating and providing perspectives with respect to their specific roles in the operations of the NRP

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Meeting Structure: Continue to separate meetings into two parts:

1. Items for either decision by Race Committee or informing issues at the decision-level making of others
2. Updates and operational coordination

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Frequency: Monthly, for 12 months; generally the first Monday of every month

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Administration: Chaired by the Chair of the Race Committee, who develops and circulates the agenda in advance, and who also produces the minutes that are circulated and posted on the NRP intranet site

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Nakkertok Racing Program (NRP) Governance (Updated Fall 2024)

1. Racing Director and Head Coach

2. Lead Coach: High Performance & ENRG (University) lead

3. Associate Coach: High Performance & U18 lead

4. Lead Coach: Development U16/14

5. Intro to Racing Coach: U16/14 & U12

U12/10/Para Program and Coaching Leads (volunteers)

Chair of Race Committee/NRP Rep on Board of Directors

Program Delivery and Coordination (Operational)

Other Lead NRP Coordinators:

• Parent Reps
• Treasurer
• Volunteers
• Trips
• Volunteer Coaches
• Fundraising
• Athlete Rep

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Nakkertok Executive & Board of Directors

Program Direction and Oversight (Strategic/Policy)

1.- 5. are professional paid coaches

Race Committee

Individual Roles (1)

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Chair of Race Committee & NRP Rep on BOD:

• Organize and chair monthly RC meetings
• Oversee development of NRP policies for consideration by the RC
• Represent NRP on BOD
• Undertake overall NRP evaluations; including dryland/year-end surveys, and evaluating the NRP against is annual benchmarks and goals
• HR oversight for NRP (hiring, pay/contracting, annual performance assessment of Racing Director and Head Coach)
• NRP approval of all expenses and procurement by Racing Director and Head Coach
• Assist in developing grants applications for the NRP and the NRP budget

Racing Director and Head Coach:

• Overall responsibility for executing and coordinating all operations of the NRP
• Managing/coordinating across Lead Coaches and other leads for trips, fundraising, volunteering, volunteer coaches
• Overall responsibility for ensuring all NRP policies and other decisions by the RC are applied
• Coordinating operations with Trail and Facilities, LTS, Nakkertok North, Events
• Coordinating and overseeing scheduling/planning of season training plans, camps, and race trips
• Developing and tracking/managing NRP budget; assisted by NRP Treasurer/Chair of RC
• NRP approval of expenses and procurement (except by Head Coach)
• Developing and managing non-HR contracts (for subsequent approval by Nakkertok Exec)
• Annual performance assessments of paid coaches (directly for Lead Coaches only)

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Individual Roles (2)

Lead Coaches and Program Leads:

• Responsible for the design and execution of their respective programs in line with all NRP policies, its Missions, Values and Goals/Benchmarks, further direction from the RC, and where applicable the relevant job description as part of their employment contracts

Parent Representatives:

• Representing families and facilitating the communicating of information, views and concerns between the Race Program and athlete’s parents/guardians.

NRP Treasurer:

• Assist the Racing Director and Head Coach in developing the NRP budget proposal and tracking/managing expenses throughout the year. Current Treasurer is also the lead for all NRP social media (Instagram, Facebook).

Fundraising Coordinator

• Lead organizer and coordinator for NRP fundraising activities; chair Sub-Committee for proposing allocations from fundraising account for approval by RC

Trips Coordinator

• Lead coordinator for planning and executing race trips, including for seeking parent volunteers to support/lead the organization of individual trips.

Volunteer Coach Representative

• Represents all volunteer coaches in the NRP. Current representative also provides oversight editing support for the NRP intranet site

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Decision Making Matrix (1)

Decision Making Matrix (2)