Risk Register
Coulsdon Club Risk Register
Status: Active Working Document
Purpose: To identify, prioritise and manage material risks affecting the Club.
Overview
The risks listed below are real and interrelated.
They must not be treated in isolation.
The primary objectives of risk management are to:
- Protect Club assets
- Preserve income streams
- Maintain operational continuity
- Reduce regulatory exposure
- Improve long-term sustainability
Risk Summary Table
| Risk |
Category |
Likelihood |
Impact |
Priority |
| Capital & Liquidity Shortfall |
Financial |
Medium |
High |
High |
| Key Staff Dependency |
Operational |
Medium |
High |
High |
| Residential Compliance Exposure |
Regulatory / Financial |
Medium |
High |
High |
| Membership & Footfall Decline |
Financial / Strategic |
Medium |
Medium–High |
Medium–High |
| Cost Inflation |
Financial |
High |
Medium |
Medium–High |
| Equipment Failure (Bar/Cellar) |
Operational |
Medium |
Medium |
Medium |
| Commercial Tenant Default |
Financial |
Low–Medium |
Medium |
Medium |
| Governance & Volunteer Fatigue |
Strategic / Operational |
Medium |
High |
High |
| Licence Compliance Risk |
Regulatory / Strategic |
Low–Medium |
Very High |
High |
1. Capital & Liquidity Risk
Category: Financial
Priority: High
Risk Description
Insufficient available capital to meet urgent building repairs, equipment replacement, and regulatory compliance obligations.
Drivers
- Deferred maintenance
- Aging infrastructure
- Limited unrestricted reserves
- Uncertain funding routes
Impact
- Emergency borrowing
- Operational disruption
- Forced asset sale under pressure
Mitigation Actions
- Rolling 12-month cashflow forecast
- Defined contingency reserve target
- Phased capital expenditure planning
- Fixed written quotations for major works
2. Key Staff Dependency Risk
Category: Operational
Priority: High
Risk Description
Loss of key staff leading to operational disruption.
Drivers
- Small staffing pool
- Limited redundancy
- Specialist knowledge concentration
Impact
- Reduced opening hours
- Overtime costs
- Service decline
- Compliance exposure
Mitigation Actions
- Cross-training
- Written procedures (SOPs)
- Relief staff pool
- Succession planning
3. Residential Property Regulatory & Repair Risk
Category: Regulatory / Financial
Priority: High
Risk Description
Exposure under tightening landlord legislation and repair obligations.
Drivers
- Damp and mould standards
- Enforcement powers
- Existing maintenance backlog
- Tenant complaint risk
Impact
- Enforcement action
- Legal cost
- Compensation claims
- Reputational damage
Mitigation Actions
- Independent inspection
- Documented remediation plan
- Phased works programme
- Scenario modelling (retain vs dispose)
4. Membership & Income Concentration Risk
Category: Financial / Strategic
Priority: Medium–High
Risk Description
Decline in active engagement, attendance, or spend per member.
Drivers
- Aging membership profile
- Competing venues
- Cost-of-living pressures
- Event viability issues
Impact
- Reduced revenue
- Margin pressure
- Strategic drift
Mitigation Actions
- Attendance and spend analysis
- Pre-paid event model
- Section-based operating structure
- Community engagement initiatives
5. Cost Inflation Risk
Category: Financial
Priority: Medium–High
Risk Description
Ongoing increases in utilities, wages, insurance, and supplier costs.
Impact
- Margin erosion
- Price sensitivity
- Reduced competitiveness
Mitigation Actions
- Margin review by product
- Supplier renegotiation
- Energy efficiency review
- Controlled pricing adjustments
6. Equipment Failure – Bar & Cellar Infrastructure
Category: Operational / Financial
Priority: Medium
Risk Description
Failure of critical systems (boiler, cellar refrigeration, cooling systems).
Impact
- Inability to trade normally
- Spoilage losses
- Emergency repair costs
Mitigation Actions
- Preventative maintenance schedule
- Condition reports
- Equipment contingency reserve
7. Commercial Tenant Risk (Shop Unit)
Category: Financial
Priority: Medium
Risk Description
Tenant default, vacancy, or renegotiation pressure.
Impact
- Loss of rental income
- Void period cost
- Legal expense
Mitigation Actions
- Lease review
- Tenant monitoring
- Diversified income planning
8. Governance & Volunteer Fatigue Risk
Category: Strategic / Operational
Priority: High
Risk Description
Committee burnout and lack of succession planning.
Drivers
- Increased regulatory complexity
- Heavy volunteer workload
- Financial oversight demands
Impact
- Slower decision-making
- Reduced control
- Increased structural risk
Mitigation Actions
- Defined delegation structure
- Reduced scope of central operations
- Clear operating model review
- Member engagement and ownership
9. Licence Compliance Risk
Category: Regulatory / Strategic
Priority: High
Risk Description
Non-compliance with Club Premises Certificate or guest/member rules.
Drivers
- Informal guest procedures
- Event Membership interpretation risk
- Enforcement exposure
Impact
- Enforcement action
- Fines
- Loss of licence
Mitigation Actions
- Legal clarification
- Staff retraining
- Documented procedures
- Regular compliance review
Risk Interdependency
The most material risks are interconnected:
- Capital constraints amplify equipment risk.
- Governance fatigue increases compliance exposure.
- Operating model strain increases financial volatility.
- Asset decisions affect long-term sustainability.
Risk mitigation must therefore be structured, prioritised, and phased.
Top 5 Material Risks (Current Assessment)
- Capital & Liquidity Shortfall
- Governance & Volunteer Fatigue
- Residential Compliance Exposure
- Licence Compliance Risk
- Staff Dependency
This document is reviewed quarterly by the Committee.