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2025-03-31-accounts

Xenia Trustee Annual Report 2024-25

Reporting Period: April 2024 to March 2025 Charity Registration Number: 1188924 Registered address: Xenia

℅ Whitechapel Gallery, 77-82 Whitechapel High Street, London, E1 7QX

Email contact: welcome@xenia.org.uk Phone contact: 07835 277 776 Website: www.xenia.org.uk

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Contents

Contents
About Xenia 4
Trustees Report 4
1. Objectives and Activities 4
2. Achievements and Performance in 2024–25 5
Participation and Reach 5
Hackney 5
Sheffield 5
Impact on Women 6
3. Public Benefit Statement 6
4. Structure, Governance and Management 7
Trustees 7
Trustee Recruitment and Appointment 7
Governance and Committees 7
Safeguarding 7
5. Volunteers 8
Volunteer Roles 8
Training and Support 8
Developments this Year 8
6. Risk Management 9
1. Staff capacity and organisational growth 9
2. Funding uncertainty 9
3. Managing expansion responsibly 9
4. Maintaining deep impact while scaling 9
7. Plans for 2025–26 9
Financial Review 10
Restricted and Unrestricted Funds 11
Exceptional Items 11

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Financial Risks and Outlook 11
Summary 12
Reserves Policy 12
Statement of Trustees’ Responsibilities 13
Independent Examiner Report 14
Responsibilities and basis of report 14
Independent Examiner’s statement 14
Statement of Financial Activity 15
For the year ended 31 March 2025 15
Balance Sheet 16
As at 31 March 2025 16
Statement of Cash Flows 17
For the year ended 31 March 2025 17
Notes forming part of the financial statements 18
For the year ended 31 March 2025 18
1. Accounting policies 18
2. Donations and legacies 20
3. Restricted revenue 21
4. Expenditure 22
5. Independent examiner’s remuneration 24
6. Trustees’ remuneration and expenses 24
7. Staff costs 24
8. Related party transactions 24
9. Debtors and prepayments 25
10. Creditors 25
11. Analysis of net assets between funds 25
12. Restricted & unrestricted funds 26
13. Financial commitments 27
14. Post balance sheet events 27

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About Xenia

Xenia is a women’s community organisation that brings women together through conversation. We work with women in the UK who may be socially excluded because of their gender, ethnic background, religion or belief, immigration status, language ability, education level, or family situation. Our purpose is to reduce this exclusion, support women’s confidence and wellbeing, and help them participate more fully in community life.

Xenia exists as a feminist conversation. We don’t only create space for dialogue – we use conversation as our method for social change, organisational practice, and collective action. Our approach is rooted in feminist and abolitionist principles of care, hospitality, and justice. We believe that conversation is a powerful way for women to connect, build confidence, and shape change together.

Our activities reflect this approach. Through our weekly workshops, community events, mentoring and individual support, peer learning, and collective governance, we demonstrate that another way of organising is not only possible but already happening. We do this by creating safe, welcoming spaces where women can build relationships, practise English, share knowledge, and take part in local community life. Xenia’s operations are run by volunteers and freelancers and overseen by Trustees. The relationships and networks built at Xenia help women feel included, valued, and able to participate more actively in the wider community.

Trustees Report

1. Objectives and Activities

Xenia’s charitable purpose is to promote social inclusion for the public benefit among women in the UK who may be socially excluded because of their gender, ethnic background, religion or belief, immigration status, language ability, education or skills level, or family situation. Our aim is to relieve their needs, reduce social isolation, and support women to participate more fully in the wider community.

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We achieve this by:

Our work is rooted in feminist and abolitionist principles of care, hospitality, justice, and community power. Conversation is our method for social change and organisational practice — from workshops to decision-making, governance, and partnership-building.

2. Achievements and Performance in 2024–25

Across London and Sheffield, Xenia delivered a strong and growing programme of activities.

Participation and Reach

Hackney

Sheffield

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Impact on Women

Survey responses at the end of 2024 and case studies from April 2025 show that Xenia has a significant impact:

3. Public Benefit Statement

The trustees confirm that Xenia has delivered clear public benefit in line with the Charity Commission’s guidance.

Xenia’s work directly advances social inclusion by removing barriers that commonly prevent women from accessing community spaces and support. We do not use eligibility criteria, referral pathways, sign-up requirements, proof of immigration status, or attendance demands. For many women, especially those facing insecure immigration situations, financial hardship, language barriers, caring responsibilities, or trauma. These processes act as significant barriers to participation.

Our drop-in model allows women to attend when they can, without judgement or pressure. This flexibility is essential for women with intersecting needs and unpredictable circumstances. It also creates a space where women from different backgrounds including those who are not typically classified as “beneficiaries” of charitable services can meet, learn from one another, and practise the kind of society they want to live in: one rooted in care, justice, solidarity, and equality.

Women come to Xenia through word of mouth, community connections, and referrals from social prescribers, ESOL tutors, and community organisations who cannot find equivalent services available to the women they support.

We minimise data collection to avoid creating barriers or reinforcing systems that exclude women. Our work is accessible, free, inclusive, and open to all women, demonstrating a clear public benefit through increased confidence, wellbeing, community connection, and social participation.

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4. Structure, Governance and Management

Xenia is a Charitable Incorporated Organisation (CIO).

Trustees

Trustees serving during 2024–25:

Trustee Recruitment and Appointment

Trustees are recruited via open advertisement through our community networks and social media. Candidates are interviewed by the existing trustee board and appointed based on skills, lived experience, and commitment to Xenia’s values.

Governance and Committees

The Board meets four times per year. In addition, trustees oversee three subcommittees:

Ad-hoc meetings may be called to address any matters of special interest outside of the scheduled meetings.

Xenia held its first public AGM in June 2025, where participants were invited to hold trustees and staff to account for our impact in 2024-25, and share input on priorities for the next year. This was an important development in Xenia’s community-led governance model which we will continue to build on e.g. in future we may align the timing with the signing off of annual accounts.

Safeguarding

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5. Volunteers

Volunteers are central to Xenia’s work.

Volunteer Roles

Training and Support

Volunteers received:

Developments this Year

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6. Risk Management

The trustees reviewed organisational risks throughout the year. Key risks included:

1. Staff capacity and organisational growth

Demand increased significantly in both London and Sheffield, placing pressure on team. Mitigation: Trustees supported work to transition to becoming an employer, strengthen HR processes, and develop clear staffing structures.

2. Funding uncertainty

As a small charity, Xenia remains vulnerable to short-term grants.

Mitigation: Focus on diversifying income, strengthening fundraising systems, and positioning the charity for multi-year funding.

3. Managing expansion responsibly

Increasing numbers of women travelling across London to attend sessions created practical and sustainability challenges.

Mitigation: Developing a growth strategy centred on feminist principles, participant consultation, and sustainable travel support and policies.

4. Maintaining deep impact while scaling

Rapid growth risks diluting quality.

Mitigation: Strengthening leadership pathways, building volunteer capacity, and embedding reflective practice across teams.

7. Plans for 2025–26

Key priorities for the coming year include:

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Financial Review

During the year ended 31 March 2025, Xenia received total income of £158,972, an increase compared to the previous year’s income of £123,699. Income was generated from a combination of grant funding, donations, and charitable activities.

Income comprised:

Of the income received, £32,159 related to unrestricted funds and £125,713 to restricted project funding.

Total expenditure for the year was £130,955, resulting in a net surplus of £28,016 for the year.

The balance brought forward on 1 April 2024 was £90,622, and the balance carried forward at 31 March 2025 was £118,638. This reflects the overall growth of the organisation during the year and the increased scale of our activities.

Xenia was supported by a diverse range of funders in 2024–25. Significant grants were received from:

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Restricted and Unrestricted Funds

Restricted funding was received primarily to support project delivery in Hackney and Sheffield and specific programmes such as our Leadership and Voice project, aimed at supporting more participants to facilitate and lead Xenia sessions, our Connect, Share, Learn project increasing opportunities for women to engage with adult learning opportunities and small projects such as a photography project in Hackney with UrbanLens3.

Unrestricted funding was used to support core activities and infrastructure, including organisational development, governance, and freelancer costs.

Exceptional Items

During the year, the trustees approved an exceptional payment in relation to a freelance team member taking maternity leave. Although not required under contractual terms, the trustees agreed this payment in line with Xenia’s feminist values and commitment to supporting women’s participation in the workforce. The payment was made to ensure continuity of support and reflects the organisation’s ethical approach to staff wellbeing.

Financial Risks and Outlook

The trustees recognise that Xenia remains dependent on short-term funding cycles and continues to prioritise diversification of income and the pursuit of multi-year funding.

Key financial risks include:

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Summary

Overall, the financial position of the charity at year end is strong, with a year-end balance of £118,638. This will support continued delivery, planned organisational development, and the progression towards employing staff. The trustees recognise the importance of securing stable, multi-year funding to support the charity’s next phase of growth.

Reserves Policy

The charity holds reserves to provide financial protection against fluctuations in income and to ensure that Xenia can continue to operate in the event of an unexpected funding shortfall. The trustees have set a target to maintain unrestricted reserves equivalent to at least three months of operating expenditure (25%), with the long-term aim of increasing this to six months (50%) as the organisation continues to grow.

At 31 March 2025, the charity held total funds of £118,638, compared with £90,622 at the beginning of the year. Based on annual operating expenditure of £130,955, the current unrestricted reserves of £89,183 represent approximately 68% of annual running costs.

The trustees acknowledge that current reserves are above the minimum target level. This reflects a year of strong income and prudent financial management during a period of organisational development. The Board anticipates that reserves will be drawn down in a planned and strategic manner during 2025–26 to support key priorities, including strengthening the charity’s funding model, investing in core capacity, and managing the transition to becoming an employer. Maintaining a higher reserve level at this point provides essential stability during this planned period of change.

This policy is reviewed annually.

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Statement of Trustees’ Responsibilities

The trustees are responsible for preparing the Trustees’ Annual Report and financial statements in accordance with applicable law and the Charity Commission’s requirements.

The law applicable to charities in England and Wales 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 its incoming resources and application of resources for that period. In doing so, the trustees must:

The trustees are responsible for keeping proper accounting records which disclose, with reasonable accuracy, the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011. The trustees are also responsible for safeguarding the assets of the charity and taking reasonable steps to prevent and detect fraud and other irregularities.

The financial statements have been prepared on the accruals basis, in accordance with the Charities Act 2011 and the Charities SORP (where applicable).

The trustees are responsible for ensuring that the charity can meet its obligations as they fall due, and for taking reasonable steps to identify and manage financial and operational risks.

These financial statements were approved by the Board of Trustees on 23rd January 2026 and signed on its behalf by:

=

……………………………………………………….. ………………………………………………………..

Lelah Palmer

Treasurer Xenia CIO

Samantha Shaw

Co-chair Xenia CIO

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Independent Examiner Report

Report to the Trustees of the Xenia on the accounts for the year ended 31 March 2025 set

out on pages 14 - 24

I report to the trustees on my examination of the accounts of Xenia for the year ended 31 March 2025.

Responsibilities and basis of report

As the charity's trustees, 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 charity’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 which gives me cause to believe that in, any material respect:

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.

A Idris FICB

Bookkeeping, Accounting and Consultancy Services (T/A BAnC

Services)

Workspace House, Maxwell Road

Peterborough, PE2 7JE

Date: 25 January 2026

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Statement of Financial Activity

For the year ended 31 March 2025

Notes Unrestricted
Funds		 Restricted
Funds		 2025 2024
Total Total
£ £ £ £
Income from
Donations and legacies 2 32,159 32,159 23,399
Charitable activities 3 - 125,713 125,713 96,508
Other trading activities 85
Investment Income 1,100 1,100 582
Other income - 1,100
Total income 33,259 125,713 158,972 123,699
-
Expenditure on
Raising funds 9,930 - 9,930 -
Charitable activities 21,112 99,913 121,025 101,317
Total expenditure 4 31,042 99,913 130,955 101,317
Net
income/(expenditure)		 2,217 25,800 28,016 22,382
Reconciliation of Funds
Funds Brought forward 86,966 3,656 90,622 68,240
Net movement 2,217 25,800 28,016 22,382
Funds carried forward 11 89,183 29,456 118,638 90,622

All the above results are derived from continuing activities. There were no gains and losses recognised in the year. Movements in funds are disclosed in note 11 to the financial statements.

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Balance Sheet

As at 31 March 2025


£ £

2025		 2024
Cash
 122,337 121.366
Accrued income 8 6,471
Current assets
 128,807 121,366


Creditors
8,643
8,744
Deferred Income
 - 21,000
Accruals
 1,525 1,000
Current liabilities9


 10,168
 30,744
Net current assets
 118,638 90,622
Non-current liabilities


 -
 -
Net assets
 118,638 90,622


Funds

General Funds 11
 89.183 86,966
Restricted Funds 11
 29.456 3,656
Total Funds
 118,638 90.622

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Statement of Cash Flows

For the year ended 31 March 2025

2025 2024
£ £
Net income 28,016 22,382

Adjustments for:
Interest income 1,100 582
(Increase)/Decrease in debtors (6,471) 215
(Decrease)/Increase in creditors (20,656) (22,501)
Net cash provided by operating activities 2,069 678
Cash flow from investing activities
Investment income—bank interest (1,100) (582)
Net cash provided by investing activities (1,100) (582)
Change in cash and cash equivalents in the
year		 970 (15,250)
Cash and cash equivalents at the beginning of
the year		 121.366 121,270
Cash and cash equivalents at the end of the
year		 122,336 121,366

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Notes forming part of the financial statements

For the year ended 31 March 2025

1. Accounting policies

The following accounting policies have been applied consistently in dealing with items which are material in relation to the financial statements.

a. Basis of preparation

The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 April 2019)—(Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (April 2019) and the Companies Act 2006. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy note(s).

b. Public Benefit Entity

The charity meets the definition of a public benefit entity under FRS 102.

c. Income

All income is included in the statement of financial activities (SOFA) when it is probable that the income will be received and the amount can be quantified with reasonable accuracy.

d. Expenditure

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All expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category.

Expenditure is allocated to the particular activity where the cost relates directly to that activity, along with any associated irrecoverable VAT.

e. Expenditure on raising funds

Expenditure on funds relate to the costs incurred by the charity in developing relationships with third parties to make voluntary contributions to it, as well as the cost of any activities with a fundraising purpose.

Where information about the aims, objectives and projects of the charity is provided to potential beneficiaries, the costs associated with this publicity are allocated to charitable expenditure.

f. Fund accounting

Funds held by the charity are either restricted or unrestricted.

g. Taxation

The charity is exempt from taxation on its charitable activities.

h. Financial instruments

Financial assets, such as cash and debtors, are measured at their present value of the amounts receivable, less an allowance for the expected level of doubtful receivables. Financial liabilities, such as trade creditors are measured at the present value of the obligation.

i. Debtors

Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid net of any trade discounts due.

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j. Cash

Cash at bank and cash in hand includes cash and short-term highly liquid investments with a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account.

k. Creditors and provisions

Creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount after allowing for any trade discounts due.

n. Statutory information

Xenia is a charitable incorporated organisation. The registered office address is c/o Whitechapel Gallery, 77–82 Whitechapel High Street, London. E1 7QX.

2. Donations and legacies

2025 2024
£ £
Donations from or on behalf of
trustees - -
Other donations 32,159 23,399
Total donations and legacies 32,159 23,399

All income from donations and legacies was unrestricted.

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3. Restricted revenue

2025 2024
£ £
Allen Lane Foundation 3,000 -
Another Way 2,500 2,500
City Bridge 24,599 6,030
Comic Relief 966 8,692
Garfield Weston 10,000
GLA Skills for Londoners 18,947 3,083
GLA Skills for Untold Stories 19,708
Groundwork 2,000
Charitable Hilden Fund 10,500 3,500
activities Magic Little Grants 500
London Borough of Hackney 4,000
Maingot Trust 15,000 15,000
Merchant Taylors 5,000 5,000
National Lottery 19,946 9,995
Trust House 9,995
VAS Sheffield 800
Ukraine Response Fund 35,000 10,000
Other Grants 500 500
Total
restricted
revenue 125,713 96,508

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4. Expenditure

4.Expenditure
Cost of
raising
funds		 Charitable
activities		 2025
Total		 2024
Total
Project Delivery £ £ £ £
Volunteer
expenses - 344 344 282
Workshop
materials - 280 280 537
Training &
Partnerships - 5,750 5,750 3,244
Participants travel - 4,857 4,857 1,704
Other Participants
costs 372 372 535
Advertising &
marketing 562 562 1,327
Scaling activities - - - 6,524
Governance
Audit &
Accounting
Service - 2,367 2.367 429
Consultancy - 3,266 3,266 2.682
Other Compliance
cost - 177 177 461
Support costs - -
Freelancers cost 9.930 90,487 100,417 81,261
Travel &
subsistence - 391 391 310
Team Training - 1,011 1,011 503

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Rent & room hire 2,873 2,873 287
Printing, Postage
& Stationery 96 96 12
Telephone &
Internet 248 248 120
Website, IT &
Software cost 1,469 1,469 1,119
Office Equipment - 1,017 1,017 -
Insurance - 492 492 461
Exceptional cost - 4,965 4,965 -
Total
expenditure		 9,930 121,025 130,955 101,317

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5. Independent examiner’s remuneration

2025 2024
£ £
Independent examiner’s fees 975 1,000
Accountancy services 550 -
1,525 1,000

6.

6. Trustees’ remuneration and expenses

The trustees neither received nor waived any emoluments during the year and no expenses were reimbursed to trustees.

7. Staff costs

Xenia did not employ any staff during the year. The charity engaged 8 paid contractors to provide professional services. The total fee paid to these individuals was £100,417 (2024: £81,261).

8. Related party transactions

Xenia had no related party transactions during the year.

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9. Debtors and prepayments

2025 2024
£ £
Grant receivable 6,471 -
6,471 -

10. Creditors

2025 2024
£ £
Amounts falling due within one year
Trade creditors 8,643 8,739
Deferred Income - 21,000
Accruals 1,525 1,000
10,168 30,739

11. Analysis of net assets between funds

Unrestrict
ed funds		 Restricte
d funds		 Total
£ £ £
Fund balances at 31 March 2025
are represented by:
Current assets 102,006 26,801 128,807

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12. Restricted & unrestricted funds

The funds of the charity include restricted funds. These are funds that can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes. Unrestricted funds can be used in accordance with the charitable objects at the discretion of the trustees.

Fund balances at 31 March 2025 are represented by:

At the start of Income[Expendit] At the end of the ure the year year £ £ £ £ Restricted funds 3,656 126,714 (99,913) 30,457

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d funds 86,966 32,257 (31,042) 88,182

Unrestricte

Total 90,622 funds 158,972 (130,95) 118,638

Fund balances at 31 March 2024 are represented by:

At the start Expenditur At the end of Income e of the year the year £ £ £ £ Restricted funds 2,590 96,508 (49,235) 3,656 Unrestricted funds 65,650 27,191 (18,709) 86.966

Total funds 68,240 123,699 (101,317) 90,622

13. Financial commitments

As at 31 March 2025 Xenia was not committed to making any payments under noncancellable operating leases.

14. Post balance sheet events

The charity has evaluated and determined that no events occurred that would require adjustment to or disclosure in these financial statements.

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