Charity registration number: 1166162
Western Chan Fellowship CIO
Annual Report and Financial Statements
for the Year Ended 31 December 2024
Western Chan Fellowship CIO
Contents (continued)
| Reference and Administrative Details | 1 |
|---|---|
| Trustees' Report | 2 to 11 |
| Independent Examiner's Report | 12 |
| Statement of Financial Activities | 13 |
| Balance Sheet | 14 |
| Notes to the Financial Statements | 15 to 27 |
Western Chan Fellowship CIO
Reference and Administrative Details
Chairman Sian Thomas Trustees Catherine Burns Alysun Jones Till Kroeber Simon Child Mary-Jane Upton Sian Thomas Secretary Mary-Jane Upton Charity Registration Number 1166162 Principal Office Office 7511 PO Box 6945 London W1A 6US Independent Examiner Matthew Keane ACCA Independent examiner Westcotts Plym House 3 Longbridge Road Plymouth PL6 8LT
Page 1
Western Chan Fellowship CIO
Trustees' Report
The trustees present the annual report together with the financial statements of the charity for the year ended 31 December 2024.
Western Chan Fellowship CIO (WCF) is the successor charity to Western Chan Fellowship (Charity Commission no. 1068637) which was dissolved in March 2018 following the transfer of its assets on 30th June 2017. There was a seamless transfer of assets at that time so that there was no break experienced by its retreatants or members who were offered a free transfer of membership. 2024 was the seventh full year of trading for WCF.
Historically, WCF arose out of over 20 years of retreats run by John Crook at Maenllwyd (the former main retreat venue of WCF), his farmhouse in Mid-Wales. It was formed, at his prompting, in 1997 and registered as a charity in 1998 with John Crook as its first formal Teacher. Thereafter WCF took over the running of such retreats and in its latter years also widened its remit by running them at other venues throughout the UK.
Simon Child was appointed as the Guiding Teacher of WCF in 2011 after the sudden death of John Crook. John Crook and Simon Child were both Dharma Heirs of Chan Master Sheng Yen. Simon trained for over 30 years with both John Crook and Master Sheng Yen and was the Secretary of the WCF from its founding until 2011.
Objectives and activities
Objects and aims
Our purposes are set out in the objects within our Constitution, and are:
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to advance the education of the public in general about the principles and practice of Buddhism; and
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to advance the religion of Buddhism principally but not exclusively in the United Kingdom for the benefit of the public;
In each case by providing training in the Linji and Caodong traditions of Chan Buddhism, as transmitted through Master Sheng Yen, and distributing materials about Buddhism in written and other media to inform others about Buddhism, and, as a supplement to such advancement, to explore the relationship between Chan practice, Chan theory and other meditative practices and understanding.
In pursuit of these purposes, we aim to provide a year-round programme of residential meditation retreats of varying length led by our teachers who are all based firmly in the Chan Tradition. The meditation and instruction are drawn from the Chan Buddhist tradition. We are not sectarian but primarily draw upon teachings that are compatible with the Chan tradition and its focus on meditation as a beneficial transformative process, with our retreats concentrating on silent meditation rather than a ritual-based or liturgical content. We aim to make retreats and off-site activities accessible to all and to provide financial assistance with the cost of retreats for people on low incomes.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Ensuring our work delivers its aims:
As a general principle, each year we review the successes and otherwise of the previous year's programme as we embark upon compiling next year's programme. After each retreat we ask retreatants to submit retreat reports, and we note comments on our administration, facilities, the quality of teaching, and the types of retreat on offer. Our retreat leaders are central to the success of our enterprise, so they have regular peer supervision sessions. The Practice Committee members provide advice and feedback on the quality of the programme and the quality of the environment offered by the centres we use. Trustees, teachers and staff work closely together to ensure that our activities are closely aligned with our objects and that we comply with the Charity Commission's guidance on public benefit.
WCF make activities available to the public in the following ways:
• We support new teachers by inviting them to work alongside experienced teachers on longer retreats. This ensures that there are sufficient teachers available to lead retreats and provide us with support in the longer term. In 2025 two new teachers ran a five-night retreat at Shawbottom Farm which was well received by participants.
• We support 14 local groups throughout Great Britain each of which has a leader approved by the Trustees. These groups take Chan out into their local community. Many of these groups which went online during the pandemic have now resumed in-person meetings. Online meetings continue to be held on Monday to Thursday evenings, allowing those unable to join in-person meetings to continue to meet.
• We use a variety of media to communicate with those who visit us in order to ensure that their needs are met and that during their stay with us they have a sense of being well looked-after. Our website is regularly updated and contains clear information about our prices and the discounted rates that we offer in order to support those on lower incomes to attend our retreats. We use Facebook alongside our website to ensure that information about our activities is kept up to date during the year. We also publish at least two Newsletters a year - these continued during 2024. Normally, our Programme is published on our website as well as being circulated as a paper or electronic leaflet to our mailing list to those who have opted into such mailings and, on request, to other meditation centres and meditation groups in the UK. In 2024 newsletters went out in May and October.
• As is common in the Buddhist tradition our teachers offer their services free of charge. Retreatants are invited to make donations, known in the Buddhist tradition as 'dana', to help the teachers with their living costs and enable them to continue giving their time to teaching. This helps us keep our prices low whilst still being able to offer retreats led by experienced teachers.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Objectives, strategies and activities
Key facts:
The charity held eleven residential group retreats of a length varying from 3 to 7 nights attended by 99 individuals (133 bookings) for 65 nights.
The charity trialled and then carried out an online course titled “Introduction to Buddhism, Meditation and Chan”.
The charity's Support Fund has given help towards the cost of retreats of £3875 to 17 retreatants.
The charity had 78 full members and 22 associate members on 31/12/24 (compared with 75 full members and 21 associate members on 31/12/23).
Fundraising activities
We continue to invite donations to the Support Fund (which provides financial help with retreat costs for people on low incomes) through the opportunity to pay a "supporting" fee for a place on a retreat.
Ad hoc donations can be made to any of our funds via our website, through CAFonline and Paypal. Donations can also be made by cash or by card at the end of retreats. Information is also available on our website about payroll giving and leaving a legacy.
Donors can download a Gift Aid declaration from our website, and the charity continues to claim Gift Aid annually.
Public benefit
During 2024 the Charity's activities focused on several main areas. Shawbottom Farm (SBF) remains the current focus of activity for in-person retreats in 2024. There were no online retreats in 2024 but an online course of four weekly sessions introducing Buddhism, Chan and meditation to newcomers was delivered with success for a second time. It is intended that this course will become a regular offering once or twice a year.
The trustees confirm that they have complied with the requirements of section 17 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales.
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Western Chan Fellowship CIO
Trustees' Report (continued)
WCF Groups
The charity supports 14 local groups throughout Great Britain. To ensure that the charity continues to abide by its objects and stay true to the Chan lineage, each is led by an approved leader. Each group Leader has a personal mentor drawn from our retreat leaders. To develop and support this aspect of the charity, a Leaders' Retreat is run annually, combining training with support and Sangha (community) development. To ensure future leaders both for groups and the charity, potential group leaders are also invited to such retreats to start the process of understanding the possibilities within the charity for both their personal development and the roles on offer for committed volunteers. A Leaders' Retreat was held in 2024.
In addition, some Groups organise Day Retreats for their members and the wider community. These are advertised in our Newsletters and on the charity's web site. In 2024, some were held online, with opportunities to meet in person being taken when possible.
Local Groups are an integral part of the charity's offering for the public benefit as a result of which their local assets are reflected in the charity's accounts.
Publications
The Charity publishes a regular journal, New Chan Forum, twice a year and has continued to do this in 2024. This is edited voluntarily by a member and is distributed without charge to members, our groups throughout the UK and various allied Buddhist organisations in the UK and elsewhere. It is also available on subscription to non-members and is available for free download from the public pages of our website.
The charity also has published, and keeps in print, two introductory booklets on Buddhism for Westerners and Meditation written by its former and present Guiding Teachers respectively. These are distributed free of charge through its retreats and groups as a resource for them and the public.
Feedback, monitoring and evaluation methods
In 2024, we carried out a survey to better understand the reason that retreat bookings had not returned to pre-pandemic numbers. Findings from the survey have already been used to guide our future decision-making in terms of the type of retreat and timings of the retreat and indicated that our covid precautions are still appreciated by a significant number of retreatants. In addition, the survey indicated that some people are unable to attend retreats due to cost, despite our offering of supported places. As a result, we increased the number of supported places available and communicated this explicitly through our newsletter.
Use of volunteers
The Charity has stayed close to its grassroots and is supported throughout the year by the dedicated work of a community of volunteers without whose help and dedication the charity would cease to function.
These include (in no particular order) retreat leaders, guest masters, editor of New Chan Forum, group leaders and organisers of weekend retreats throughout Great Britain, transcribers of retreat talks which are then published in New Chan Forum, cooks' coordinator so that there are trained cooks at each retreat wherever it is held, admin staff who run and maintain the website and booking system and the lifts coordinator on whom retreatants rely to enable them to access our retreats.
The trustees are very appreciative and grateful for all their unstinting contributions to the work of the charity.
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Western Chan Fellowship CIO
Trustees' Report (continued)
General Data Protection Regulation (GDPR)
Because we have no physical centre or office, our web site is our primary interface with the public, both for information on our activities and for those wanting to attend our retreats. Behind this is a comprehensive database including all those who have been in contact with the charity, or its predecessor WCF, since 1998. While the charity has always been aware of Data Protection and complied with its requirements, GDPR put data protection on a new footing which placed much more onus on Data Controllers, which the charity is.
After successfully implementing GDPR procedures in 2017, these have continued to be adhered to in 2024.
Risk management
There are policies in place to guide leaders in the avoidance and management of risk so that retreatants and other users of the charity are protected.
Safeguarding
The charity, and its predecessor WCF, have always taken the safeguarding of retreatants and others who come into contact with the charity seriously and have had policies in this regard in place for many years.
However, the Charity Commission's recent emphasis on this concern has been noted. In 2018 the charity appointed, from amongst the trustees, a dedicated Safeguarding Officer. A suite of policies, put in place in 2019 were updated in 2024. In 2024 two further people joined the Safeguarding Officer to form a Safeguarding Team. The Team have given training sessions to the people who cook on retreats, in addition to the training given earlier to Group Leaders.
Further it was decided in 2019 that all local Group Leaders should have a basic DBS certificate. The cost would be borne by the CIO. Through the efforts of the Safeguarding Officer, by the end of 2019 all Group Leaders had a current Disclosure and Barring Service (DBS) certificate. This has now been extended to all cooks and all guestmasters who help run our retreats. DBS checks are updated as required.
Developing and updating our suite of policies
In addition to new GDPR-related and Safeguarding policies, all policies were updated and revised in 2019, when the trustees embarked on a full review. The most recent comprehensive review of all policies was completed in 2024. Most of the policies are available on our website.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Financial review
The accounts are showing a surplus at the end of 2024. The charity made a surplus of £6,220 in 2024 compared to a surplus of £9,259 in 2023. The lower surplus in 2024 was expected because we froze retreat fees in 2024 to make our retreats more affordable, even though our expenses increased with inflation. As we had hoped, the freeze in fees has not led to a deficit as we achieved an overall increase in attendance, enabling us to more than cover our running costs even though the per person fee was lower. This represents the continued commitment from Western Chan Fellowship CIO to provide high quality retreats at a reasonable cost to our participants.
WCF ran eleven retreats in 2024 compared to eight in 2023. Retreat income is up, as would be expected with the additional retreats and bookings. Many retreats showed good attendance figures, but a lower-than-average take-up for four of the retreats meant the income from fees didn’t cover all the overheads for those retreats, hence a reduced surplus. The trustees have agreed to make slight adjustments to the 2025 programme to address the imbalances, still with lower than inflation increase in fees for the first half of 2025, and lower fees still for the second half of 2025. Interest income was up in 2024 due to investment of some WCF funds in a fixed-rate, fixed-term savings account. Administrative expenses haven’t shown any significant increases in 2024.
Policy on reserves
The charity's unallocated reserve enables it to continue operating in the event of a major decline in income due to unforeseen circumstances or emergencies. The remaining unallocated balance is transferred to the Designated Equipment and Property Assets Reserve.
Bank accounts
The charity continues to operate an ethical banking policy, by banking with the Co-operative Bank, Charities Aid Foundation Bank, Triodos Bank and Charity Bank. Each account has a balance below the level set by the government guaranteed Financial Services Compensation Scheme. At 31 December 2024 the charity had £257,864 (£253,043 at 31/12/23) distributed between these independent banks.
Plans for future periods
Maintaining financial stability and resourcing our future plans
Our policy is to keep costs as low as possible. The pricing policy is to ensure our prices are competitive and provide lower-cost options to people whose finances are restricted. Our price structure is based on a standard price per night.
Discounts are offered on all retreats and target groups such as under-35s who may not be at a stage of their life to afford fully priced retreats. As part of its diversity policy the charity wishes to continue to make retreats appropriately priced to encourage access to the programme for all people. It was decided in 2023 that retreat prices would not be increased for 2024 to support retreatants during the cost-of-living crisis and increases in 2025 fees are below inflation levels.
The charity continues to operate its Support Fund. The fund, supported by donations, provides financial help with retreat costs for people on low incomes.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Structure, governance and management
Nature of governing document
Western Chan Fellowship CIO is a Charitable Incorporated Organisation and was registered as such with the Charity Commission on 22nd March 2016. The CIO was established under a constitution based largely on the Standard Constitution for a "Charitable Incorporated Organisation with voting members other than its trustees" drafted by the Charity Commission which establishes the objects, powers and governance of the CIO. Some of the amendments and additions made relate to the Appointment, Removal and Responsibilities of a Guiding Teacher.
Recruitment and appointment of trustees
All trustees give their time as trustees voluntarily and, save as noted in the accounts, receive no benefits from the charity. Expenses are reclaimed by some, and this is also noted in the accounts.
Because it is important for trustees of WCF to have an understanding of and sympathy with the work of the charity, all trustees are required, by its constitution, to be members of WCF. This requires them to have attended at least three WCF retreats and, once a member, continue attending such retreats and practising Buddhism. Attendance on retreats over a number of years is an effective introduction to the work of the charity.
All new trustees are given access to previous Trustee Meeting minutes and encouraged to seek early clarification from existing trustees of any issues they are not sure about.
Organisational structure
Under its constitution the CIO can have up to ten trustees. At the start of the year there were seven trustees. One trustee retired in July 2024: Jeremy Woodward. The other trustees in post during 2024 were Alysun Jones (Safeguarding), Simon Child (Guiding Teacher), Sian Thomas (Chair), Till Kroeber, Jane Upton (Secretary) and Catherine Burns (Treasurer). The trustees met four times in 2024 to manage the charity. All meetings occurred via Zoom. Microsoft Teams is used for committee communications. The AGM was face-to-face and was held in July 2024.
In addition to the charity's Commercial Employers and Public Liability Insurance, there was, as in previous years, a qualifying Third-Party Indemnity Policy in place for the trustees throughout the year.
A Practice Committee, consisting of the retreat leaders who regularly lead retreats for the charity and have a particular experience in supporting the charity's objectives, are consulted on matters of practice, and organise and lead the retreat programme of the charity. These teachers are unpaid but may receive donations from people who attend the charity's retreats.
Day-to-day responsibility for operations is carried out by the officers who are elected from amongst the trustees or, in the case of the Guiding Teacher, serves as an ex-officio trustee. This work is also carried out voluntarily.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Relationships with related parties
Related parties
Any related party interests are declared by trustees. In 2024 a specific related interest continued from 2019. It was declared in 2019 and is ongoing.
In 2018 Simon Child, a CIO trustee and the charity's Guiding Teacher, and his wife bought entirely from their own resources Shawbottom Farm, Upper Hulme, Leek, Staffs ST13 8UQ ("SBF") with the intention of converting part of it into a retreat centre. He declared this related interest to his fellow trustees in early course. In July 2019 planning permission was obtained for such a change of use and the conversion works involved.
Since July 2019 the trustees have held meetings, without Simon Child being present, and agreed to enter into negotiations to hire SBF from him as the main retreat centre of the CIO. After costing the potential level of nightly charge, a range of potential charges was mooted. Then a professional valuation relating to those charges was obtained and a daily hire charge and other terms of hire, based on the Standard Terms of Hire which are intended to be used for the hire of SBF to other parties than WCF, has been agreed in principle.
Following Covid-related and other delays, the building works were completed in 2022. Initially a series of interim 6-month agreements were then entered. In 2023, the long-term agreement was finalised.
Save for cooking for the charity and matters in relation to SBF set out above, none of our trustees receive remuneration or other benefits from their work with the charity other than the reimbursement of expenses. There was no connection between any trustee with any supplier of goods or services to the charity.
Work has continued in 2024 to ensure that all Trustees are aware of the Charity Commission guidance and definition of related party interests and the need to declare any interest either at the start of a meeting or when an item becomes relevant to make a declaration. Depending on the item appropriate action is then taken regarding that item and the trustee's involvement in connection therewith.
Wider network
The charity has links with a wide network of Buddhist and meditation organisations throughout the UK. Via its website, the charity also facilitates networking between its meditation groups throughout the UK. It is a member of both the Network of Buddhist Organisations (NBO) and the European Buddhist Union (EBU). It takes an active part in both these organisations. The charity operates within the wider Chan tradition and maintains links with other similar organisations in Europe, the USA and Taiwan.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Change of the CIO’s primary retreat venue
As a result of the negotiations on SBF and the start of the conversion works, the trustees, again in the absence of Simon Child, made the decision not to renew the hire agreement for Maenllwyd (the former main retreat venue of WCF) which expired on 30 September 2020. The possessions of the CIO at Maenllwyd (the former main retreat venue of WCF), details of which had been agreed with the Owners of Maenllwyd (the former main retreat venue of WCF), were transferred from Maenllwyd (the former main retreat venue of WCF) to SBF on 19 September 2020. This change became final on 30 September 2020.
A training event for WCF leaders "Pointing Out the Great Way'' was the first event at SBF held in October 2021, at which an opening ceremony took place.
Work was completed at SBF in Summer 2022 and it opened for retreats on 16th July 2022. Eight in-person retreats and one online course were held during 2023.
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Western Chan Fellowship CIO
Trustees' Report (continued)
Statement of Trustees' Responsibilities
The trustees are responsible for preparing the trustees' report and the financial statements in accordance with the United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice) and applicable law and regulations.
The law applicable to charities requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to:
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the Charities SORP;
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make judgements and estimates that are reasonable and prudent;
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state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements; and
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prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.
The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charities (Accounts and Reports) Regulations 2008, and the provisions of the constitution. The trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The trustees are responsible for the maintenance and integrity of the corporate and financial information included on the charitable company's website. Legislation governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions.
The annual report was approved by the trustees of the charity on .................... and signed on its behalf by:
......................................... Sian Thomas Chairman and trustee
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Western Chan Fellowship CIO
Independent Examiner's Report to the trustees of Western Chan Fellowship CIO
I report to the trustees on my examination of the accounts of Western Chan Fellowship CIO for the year ended 31 December 2024.
Responsibilities and basis of report
As the charity trustees of Western Chan Fellowship CIO you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the Western Chan Fellowship CIO's accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
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accounting records were not kept in respect of Western Chan Fellowship CIO as required by section 130 of the Act; or
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the accounts do not accord with those records; or
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the accounts do not comply with the accounting requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view' which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
......................................
Matthew Keane ACCA Independent examiner Westcotts Plym House 3 Longbridge Road Plymouth PL6 8LT
Date:.............................
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Western Chan Fellowship CIO
Statement of Financial Activities for the Year Ended 31 December 2024
| Note Income and Endowments from: Donations and legacies 2 Charitable activities 3 Other trading activities 4 Investment income 5 Other income 6 Total income Expenditure on: Charitable activities 7 Total expenditure Net income Net movement in funds Reconciliation of funds Total funds brought forward Total funds carried forward 17 |
Unrestricted funds £ 5,179 58,431 7,755 7,282 986 79,633 (73,412) (73,412) 6,221 6,221 234,509 240,730 |
Restricted funds £ - - - - - - - - - - 21,412 21,412 |
Total 2024 £ 5,179 58,431 7,755 7,282 986 79,633 (73,412) (73,412) 6,221 6,221 255,921 262,142 |
Total 2023 £ 4,624 52,454 8,663 3,911 806 |
|---|---|---|---|---|
| 70,458 | ||||
| (61,197) | ||||
| (61,197) | ||||
| 9,261 | ||||
| 9,261 246,660 |
||||
| 255,921 |
All of the charity's activities derive from continuing operations during the above two periods. The funds breakdown for 2023 is shown in note 17.
The notes on pages 15 to 27 form an integral part of these financial statements. Page 13
Western Chan Fellowship CIO
(Registration number: 1166162) Balance Sheet as at 31 December 2024
| Note Fixed assets Tangible assets 14 Current assets Debtors 15 Cash at bank and in hand Creditors: Amounts falling due within one year 16 Net current assets Net assets Funds of the charity: Restricted income funds Restricted funds Unrestricted income funds Designated funds General funds Total unrestricted funds Total funds 17 |
2024 £ 4,368 9,095 266,181 275,276 (17,502) 257,774 262,142 21,412 150,730 90,000 240,730 262,142 |
2023 £ 5,515 8,916 261,598 |
|---|---|---|
| 270,514 (20,108) |
||
| 250,406 | ||
| 255,921 | ||
| 21,412 149,509 85,000 |
||
| 234,509 | ||
| 255,921 |
The financial statements on pages 13 to 27 were approved by the trustees, and authorised for issue on .................... and signed on their behalf by:
......................................... Sian Thomas Chairman and trustee
The notes on pages 15 to 27 form an integral part of these financial statements. Page 14
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024
1 Accounting policies
Statement of compliance
The financial statements have been prepared in accordance with the second edition of the Charities Statement of Recommended Practice issued in October 2019, the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and the Charities Act 2011.
Basis of preparation
Western Chan Fellowship CIO meets the definition of a public benefit entity under FRS 102. The accounts (financial statements) have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts.
Going concern
The trustees consider that there are no material uncertainties about the charity's ability to continue as a going concern.
Income and endowments
Voluntary income including donations, gifts, legacies and grants that provide core funding or are of a general nature is recognised when the charity has entitlement to the income, it is probable that the income will be received and the amount can be measured with sufficient reliability.
Donations and legacies
Donations and legacies are recognised on a receivable basis when receipt is probable and the amount can be reliably measured.
Investment income
Dividends are recognised once the dividend has been declared and notification has been received of the dividend due.
Expenditure
All expenditure is recognised once there is a legal or constructive obligation to that expenditure, it is probable settlement is required and the amount can be measured reliably. All costs are allocated to the applicable expenditure heading that aggregate similar costs to that category. Where costs cannot be directly attributed to particular headings they have been allocated on a basis consistent with the use of resources, with central staff costs allocated on the basis of time spent, and depreciation charges allocated on the portion of the asset’s use. Other support costs are allocated based on the spread of staff costs.
Charitable activities
Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them.
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Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
Support costs
Support costs include central functions and have been allocated to activity cost categories on a basis consistent with the use of resources, for example, allocating property costs by floor areas, or per capita, staff costs by the time spent and other costs by their usage.
Taxation
The charity is considered to pass the tests set out in Paragraph 1 Schedule 6 of the Finance Act 2010 and therefore it meets the definition of a charitable company for UK corporation tax purposes. Accordingly, the charity is potentially exempt from taxation in respect of income or capital gains received within categories covered by Chapter 3 Part 11 of the Corporation Tax Act 2010 or Section 256 of the Taxation of Chargeable Gains Act 1992, to the extent that such income or gains are applied exclusively to charitable purposes.
Tangible fixed assets
Individual fixed assets costing £1,000.00 or more are initially recorded at cost.
Depreciation and amortisation
Depreciation is provided on tangible fixed assets so as to write off the cost or valuation, less any estimated residual value, over their expected useful economic life as follows:
| Asset class | Depreciation method and rate |
|---|---|
| Fixtures and fittings | 10% straight line |
| Books | 10% straight line |
Cash and cash equivalents
Cash and cash equivalents comprise cash on hand and call deposits, and other short-term highly liquid investments that are readily convertible to a known amount of cash and are subject to an insignificant risk of change in value.
Fund structure
Unrestricted income funds are general funds that are available for use at the trustees discretion in furtherance of the objectives of the charity.
Designated funds are unrestricted funds set aside for specific purposes at the discretion of the trustees.
Restricted income funds are those donated for use in a particular area or for specific purposes, the use of which is restricted to that area or purpose.
Financial instruments
Classification
Financial assets and financial liabilities are recognised when the charity becomes a party to the contractual provisions of the instrument.
Financial liabilities and equity instruments are classified according to the substance of the contractual arrangements entered into. An equity instrument is any contract that evidences a residual interest in the assets of the charity after deducting all of its liabilities.
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Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
Recognition and measurement
All financial assets and liabilities are initially measured at transaction price (including transaction costs), except for those financial assets classified as at fair value through profit or loss, which are initially measured at fair value (which is normally the transaction price excluding transaction costs), unless the arrangement constitutes a financing transaction. If an arrangement constitutes a financing transaction, the financial asset or financial liability is measured at the present value of the future payments discounted at a market rate of interest for a similar debt instrument.
Financial assets and liabilities are only offset in the statement of financial position when, and only when there exists a legally enforceable right to set off the recognised amounts and the charity intends either to settle on a net basis, or to realise the asset and settle the liability simultaneously.
Financial assets are derecognised when and only when a) the contractual rights to the cash flows from the financial asset expire or are settled, b) the charity transfers to another party substantially all of the risks and rewards of ownership of the financial asset, or c) the charity, despite having retained some, but not all, significant risks and rewards of ownership, has transferred control of the asset to another party.
Financial liabilities are derecognised only when the obligation specified in the contract is discharged, cancelled or expires.
Fair value measurement
The best evidence of fair value is a quoted price for an identical asset in an active market. When quoted prices are unavailable, the price of a recent transaction for an identical asset provides evidence of fair value as long as there has not been a significant change in economic circumstances or a significant lapse of time since the transaction took place. If the market is not active and recent transactions of an identical asset on their own are not a good estimate of fair value, the fair value is estimated by using a valuation technique.
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Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
2 Income from donations and legacies
| Donations and legacies; Donations - Fellowship Donations - Support Fund Donations and legacies; Donations - Fellowship Donations - Support Fund 3 Income from charitable activities Income from retreat fees Sales of books and CDs Support places given |
Unrestricted funds Designated £ General £ - 1,707 3,472 - 3,472 1,707 Unrestricted funds Designated £ General £ - 1,748 2,876 - 2,876 1,748 Unrestricted funds Total General £ 2024 £ 54,358 54,358 198 198 3,875 3,875 58,431 58,431 |
Total 2024 £ 1,707 3,472 |
|---|---|---|
| 5,179 | ||
| Total 2023 £ 1,748 2,876 |
||
| 4,624 | ||
| Total 2023 £ 48,510 304 3,640 |
||
| 52,454 |
Page 18
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
4 Income from other trading activities
| Fellowship subscriptions Branch income Investment income Interest receivable on bank deposits |
Unrestricted funds General £ 3,388 4,367 7,755 Unrestricted funds General £ 7,282 |
Total 2024 £ 3,388 4,367 7,755 Total 2024 £ 7,282 |
Total 2023 £ 3,255 5,408 |
|---|---|---|---|
| 8,663 | |||
| Total 2023 £ 3,911 |
5 Investment income
6 Other income
| Other miscellaneous income Gift aid Other miscellaneous income Gift aid |
Unrestricted funds General £ 132 854 986 Unrestricted funds General £ 15 791 806 |
Total 2024 £ 132 854 |
|---|---|---|
| 986 | ||
| Total 2023 £ 15 791 |
||
| 806 |
7 Expenditure on charitable activities
| Retreat costs Branch expenses Allocated support costs |
Unrestricted funds Designated £ General £ 3,875 45,449 - 4,607 - 19,481 3,875 69,537 |
Total 2024 £ 49,324 4,607 19,481 73,412 |
Total 2023 £ 36,699 5,361 19,137 |
|---|---|---|---|
| 61,197 |
Page 19
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
8 Analysis of support costs
| Communications and IT Finance costs Insurance Depreciation Accountancy and Independent Examiners Fee Advertising, postage and stationery Legal and professional fees Subscriptions Travel Miscellaneous expenses |
Total 2024 £ 877 2,414 6,579 1,147 2,088 3,910 150 402 871 1,043 19,481 |
Total 2023 £ 346 2,530 6,289 1,147 2,130 4,323 235 407 1,123 607 19,137 |
|---|---|---|
9 Net incoming/outgoing resources
Net incoming resources for the year include:
| Depreciation of tangible fixed assets | 2024 £ 1,147 |
2023 £ 1,147 |
|---|---|---|
10 Trustees remuneration and expenses
Trustees can be remunerated for services provided and retreat expenses incurred, as permitted under the Constitution of the Western Chan Fellowship CIO (see clauses K1, K2, K2).
Out-of pocket expenses incurred by other trustees during the year 2024 with reference to postage, equipment, stationery and miscellaneous expenses were £nil (2023: £48.90). No trustees (2023: 1) claimed expenses in the year.
11 Staff costs
The charity does not employ any members of staff.
The average head count of employees during the year was Nil (2023: Nil).
No employee received emoluments of more than £60,000 during the year
Page 20
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
12 Independent examiner's remuneration
| Other fees to examiners The examining of accounts of any associate of the charity All other services |
2024 £ 1,044 1,044 2,088 |
2023 £ 1,065 1,065 |
|---|---|---|
| 2,130 |
13 Taxation
The charity is a registered charity and is therefore exempt from taxation.
14 Tangible fixed assets
| 14 Tangible fixed assets | |||||
|---|---|---|---|---|---|
| Cost At 1 January 2024 At 31 December 2024 Depreciation At 1 January 2024 Charge for the year At 31 December 2024 Net book value At 31 December 2024 At 31 December 2023 15 Debtors Prepayments Other debtors |
Furniture and equipment £ 6,803 |
Books £ 11,470 |
Total £ 18,273 18,273 12,758 1,147 13,905 4,368 5,515 2023 £ 5,624 3,292 |
||
| 6,803 | 11,470 | ||||
| 6,803 - |
5,955 1,147 |
||||
| 6,803 | 7,102 | ||||
| - | 4,368 | ||||
| - | 5,515 | ||||
| 2024 £ 5,875 3,220 9,095 |
|||||
| 8,916 |
Page 21
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
16 Creditors: amounts falling due within one year
| Accruals 17 Funds Unrestricted funds General General funds Designated Support Fund Training Fund Publications Fund Equipment and property assets Total unrestricted funds Restricted funds Equipment and property fund Total funds |
Balance at 1 January 2024 £ 85,000 13,047 1,873 11,019 123,570 149,509 234,509 21,412 255,921 |
Incoming resources £ 76,161 3,472 - - - 3,472 79,633 - 79,633 |
Resources expended £ (69,537) (3,875) - - - (3,875) (73,412) - (73,412) |
2024 £ 17,502 Transfers £ (1,624) 2,859 - - (1,235) 1,624 - - - |
2023 £ 20,108 |
||
|---|---|---|---|---|---|---|---|
| Balance at 31 December 2024 £ 90,000 15,503 1,873 11,019 122,335 |
|||||||
| 150,730 | |||||||
| 240,730 21,412 |
|||||||
| 262,142 |
Page 22
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
| Unrestricted funds General General funds Designated Support Fund Training Fund Publications Fund Equipment and property assets Total unrestricted funds Restricted funds Equipment and property fund Total funds |
Balance at 1 January 2023 £ 85,000 10,556 1,873 11,019 116,800 140,248 225,248 21,412 246,660 |
Incoming resources £ 67,582 2,876 - - - 2,876 70,458 - 70,458 |
Resources expended £ (57,557) (3,640) - - - (3,640) (61,197) - (61,197) |
Transfers £ (10,025) 3,255 - - 6,770 10,025 - - - |
Balance at 31 December 2023 £ 85,000 13,047 1,873 11,019 123,570 |
|---|---|---|---|---|---|
| 149,509 | |||||
| 234,509 21,412 |
|||||
| 255,921 |
Support fund is a designated fund. The donations are given to help unemployed or low waged people attend retreats.
Training fund is a designated fund which is used to support the costs of training incurred by the charity.
Publications fund is a designated fund which is used for the costs of publications of the charity.
Equipment and property assets (EPA) fund is a designated fund, used for the funding of new assets purchased by the charity.
Page 23
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
18 Analysis of net assets between funds
| Tangible fixed assets Current assets Current liabilities Total net assets Tangible fixed assets Current assets Current liabilities Total net assets |
Unrestricted funds General £ 4,368 253,864 (17,502) 240,730 Unrestricted funds General £ 5,515 249,102 (20,108) 234,509 |
Restricted funds £ - 21,412 - 21,412 Restricted funds £ - 21,412 - 21,412 |
Total funds at 31 December 2024 £ 4,368 275,276 (17,502) |
|---|---|---|---|
| 262,142 | |||
| Total funds at 31 December 2023 £ 5,515 270,514 (20,108) |
|||
| 255,921 |
19 Related party transactions
In the year related party transactions were made to trustees relating to fees paid for hire of Shawbottom Farm and to retreat cooking services. The total paid to trustees was £30,988 (2023: £21,300). Two trustees were recipients of the fees (2023: One). One trustee was reimbursed for items bought for the Charity (2023: Two).
Page 24
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
| 20 Retreat Income and Expenses Number of retreats run during the year Number of days of retreat provided Number of people paying to attend the retreats Income from Retreat Fees paid Support Places given Rent paid for use of Main Retreat Venue Fees paid to cooks Retreat expenses: food and supplies Support to retreatants Total surplus/(deficit) on Retreat Programme Allocated to: Funds transferred to the general reserves of the charity Funds transferred to the Support fund |
2024 11 65 133 £ 54,358 3,875 58,233 2024 £ 29,185 10,046 6,218 3,875 49,324 8,909 8,909 - 8,909 |
2023 8 48 108 £ 48,510 3,640 |
|---|---|---|
| 52,150 | ||
| 2023 £ 20,592 7,151 5,316 3,640 |
||
| 36,699 | ||
| 15,451 | ||
| 15,451 - |
||
| 15,451 |
Page 25
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
21 Use of Donations
Support Fund - This is a designated fund. The donations are given to help unemployed or low waged people attend retreats. Donations have been used as follows;
| Balance brought forward Donations to the Support Fund Support places given Transfer from General Reserves |
2024 £ 13,047 3,472 (3,875) 2,859 15,503 |
2023 £ 10,556 2,876 (3,640) 3,255 |
|---|---|---|
| 13,047 |
Publication Fund - This is a designated fund. Donations have been used as follows;
| Balance brought forward Donations to the Publication Fund Expenditure from the Publication Fund Transfer from General Reserves |
2024 £ 11,019 - - - 11,019 |
2023 £ 11,019 - - - |
|---|---|---|
| 11,019 |
Training Fund - This is a designated fund. Donations have been used as follows;
| Balance brought forward Donations to the Training Fund Expenditure from the Training Fund for rent Transfer from General Reserves |
2024 £ 1,873 - - - 1,873 |
2023 £ 1,873 - - - |
|---|---|---|
| 1,873 |
Equipment, Property and Asset (EPA) Fund - This is a designated fund. Donations have been used as follows;
| Balance brought forward Donations to the EPA Fund Expenditure from the EPA Fund Transfer from Restricted Reserves Transfer from General Reserves |
2024 £ 123,570 - - - (1,235) 122,335 |
2023 £ 116,800 - - - 6,770 |
|---|---|---|
| 123,570 |
Page 26
Western Chan Fellowship CIO
Notes to the Financial Statements for the Year Ended 31 December 2024 (continued)
General reserves - This is an unrestricted fund. Donations have been used as follows;
| General reserves - This is an unrestricted fund. Donations have been | used as follows; | |
|---|---|---|
| Balance brought forward Surplus for the year Movement in the Support Fund Movement in the Training Fund Transfer to the EPA fund Transfer to the Property fund Property Fund - This fund is restricted. Donations have been used as Balance brought forward Donations to the Property Fund Expenditure from the Property Fund Transfer to the EPA fund Transfer from General Reserves |
2024 £ 85,000 6,224 (2,455) - 1,235 - 90,004 follows; 2024 £ 21,412 - - - - 21,412 |
2023 £ 85,000 10,025 (3,255) - (6,770) - |
| 85,000 | ||
| 2023 £ 21,412 - - - - |
||
| 21,412 |
Page 27
Western Chan Fellowship CIO
Detailed Statement of Financial Activities for the Year Ended 31 December 2024
| Income and Endowments from: Donations and legacies (analysed below) Charitable activities (analysed below) Other trading activities (analysed below) Investment income (analysed below) Other income (analysed below) Total income Expenditure on: Charitable activities (analysed below) Total expenditure Net income Net movement in funds Reconciliation of funds Total funds brought forward Total funds carried forward |
Total 2024 £ 5,179 58,431 7,755 7,282 986 79,633 (73,412) (73,412) 6,221 6,221 255,921 262,142 |
Total 2023 £ 4,624 52,454 8,663 3,911 806 |
|---|---|---|
| 70,458 | ||
| (61,197) | ||
| (61,197) | ||
| 9,261 | ||
| 9,261 246,660 |
||
| 255,921 |
This page does not form part of the statutory financial statements. Page 28
Western Chan Fellowship CIO
Detailed Statement of Financial Activities for the Year Ended 31 December 2024 (continued)
| Donations and legacies Donations - Fellowship Donations - Support Fund Charitable activities Sales of purchased goods Support places given Income from retreat fees Other trading activities Fellowship subscriptions Branch income Investment income Bank interest received Other income Other miscellaneous income Gift aid Charitable activities Bursaries granted Fees paid to the cooks Retreat expenses: food and supplies Miscellaneous expenses Rent paid for use of Shawbottom Insurance Computer software and maintenance costs Stationery Postage Printing and digitisation Trade subscriptions Travel costs Accountancy fees Branch expenses Legal and professional fees |
Total 2024 £ 1,707 3,472 5,179 198 3,875 54,358 58,431 3,388 4,367 7,755 7,282 7,282 132 854 986 3,875 10,046 6,218 1,043 29,185 6,579 877 1,282 1,465 1,163 402 871 2,088 4,607 150 |
Total 2023 £ 1,748 2,876 |
|---|---|---|
| 4,624 | ||
| 304 3,640 48,510 |
||
| 52,454 | ||
| 3,255 5,408 |
||
| 8,663 | ||
| 3,911 | ||
| 3,911 | ||
| 15 791 |
||
| 806 | ||
| 3,640 7,151 5,316 607 20,592 6,289 346 54 2,061 2,208 407 1,123 2,130 5,361 235 |
This page does not form part of the statutory financial statements. Page 29
Western Chan Fellowship CIO
Detailed Statement of Financial Activities for the Year Ended 31 December 2024 (continued)
| Bank charges Depreciation of fixtures and fittings |
Total 2024 £ 2,414 1,147 73,412 |
Total 2023 £ 2,530 1,147 |
|---|---|---|
| 61,197 |
This page does not form part of the statutory financial statements. Page 30