2023-08-31-accounts - Motion Control Dance

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Registered Charity No: 1161551

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Trustees’ Annual Report

12 Months ended 31 August 2023

Registered Charity No: 1161551

Motion Control Dance

TRUSTEES’ ANNUAL REPORT SEPTEMBER 1ST 2022 - AUGUST 31ST 2023

The trustees present their report with the financial statements for the year ended 31 August 2023. The trustees have adopted the provisions of the Statement of Recommended Practice (SORP) 'Accounting and Reporting of Charities' issued 2005, (as amended 2008).

Reference and Administrative Details

Charity Name: Motion Control Dance

Registered Charity Number: 1161551

Registered Office: 147 Fontygary Road, Rhoose, Vale of Glamorgan, Wales, CF62 3DU

Operational Address: MCD Studio, Barry YMCA, Court Road, Barry Vale of Glamorgan, CF63 4EE

Trustees:

Mrs Louise Price-David (Chair) - resigned 2nd Jan 2023

Mr Rhys Lawrence (Chair) - appointed April 2023 Mrs Siobhan Saunders (Treasurer) Miss Kate Ashman

Miss Rachal Minchinton - appointed 3rd April 2023 Miss Catherine Ashford (Secretary) - appointed 3rd April 2023 Mr Rhys Jones - resigned in 10th May 2023

Mr Nick Robinson - resigned in 10th May 2023

Chief Executive/Founding Director: Emma Mallam

Bankers: Co-operative Bank, PO Box 250 Skelmersdale, WN8 6WT

Independent Examiner: Seamount Business Services Limited, Association of Accounting Technicians, Gryson House The Grove Pontllanfraith NP12 2EQ

Bankers: The Co-operative Bank, Delf House, Southway, Skelmersdale WN8 6NY

Registered Charity No: 1161551

Structure, Governance and Management

Governing Document: Motion Control Dance is a Charitable Incorporated Organisation governed by a constitution whose voting members are its charity trustees.

Appointment of Trustees: The members of the trustees board are elected to serve three years, after which they must be re-elected at the next Annual General Meeting. This year our board saw a restructure of 3 new members with the resignation of our Chair Louise David and trustee members Nick Robinson and with Rhys Jones stepping down after serving the maximum term on the board. Rhys Lawrence is was appointed as our new Chair of the board and Rachal Minchinton and Catherine Ashford have joined as new trustees.

Trustee Induction and Training: Induction for new trustees are sent an induction pack that contains our constitution, recent accounts and trustee report, the Essential Trustee guidelines (CC3 form) and the trustee handbook from the Charity Commission.

Organisational Structure: The Charity operates under a governing Board of the Trustees. The Chief Executive also attends board meetings, which are held at least four times a year. The day to day management of the charity is delegated to the Chief Executive.

Related Parties: Motion Control Dance works in partnership with the Barry YMCA, Vale Healthy Living Team, Vale Disability Officer and Vale Youth Service along with older people networks, many local organisations and schools across the Vale of Glamorgan. This year, Motion Control Dance developed its networks with Arts Business Wales and Cardiff and the Vale Health Board.

It is a member of the Foundation of Community Dance where it follows the Code of Conduct for professional practice and translates the core values of community dance into standards of ethical and responsible practice to which community dance professionals adhere. The People Dancing Code of Conduct is aligned to the ArtsWork Code of Practice, which explains how people working across the participatory arts sector should behave.

Risk Management: Monthly meetings with the Chair and CEO, quarterly meetings with the board of trustees have taken place, where we have reviewed any risks or factors that could cause risk. Policies are updated annually by the Director in liaison with the trustee board.

Objectives and Activities

The object of the charity and principal activities are:

Registered Charity No: 1161551

To advance the education of people of all ages, living in the Vale of Glamorgan and the surrounding areas, in the performing arts, particularly the art of dance, for the benefit of the public, in particular through the provision of classes, training, workshops and performance opportunities.

Public Benefit: ln planning Motion Control Dance activities for the year the trustees kept in mind the Charity Commission's guidance on public benefit.

The main objectives and activities for the year was on sustaining the charity back to pre covid numbers. This was achieved by providing opportunities, in education and the community, for people of all ages and abilities to experience and participate in dance activities. The strategies employed to assist the charity to meet these objectives included the following:

●Large school intensive performance project delivered at a local Primary school working with the whole school and staff members based on the theme Cynefin.
●Community dance event “The Ice Queen” in the Vale of Glamorgan that was created by the young dance leaders and the MCD staff.
●Increased numbers of children, young people, women and vulnerable adults into weekly dance programme to 232 members focusing upon physical and mental health and wellbeing
●To maintain financial viability of the charity during the precedent times to ensure the stability of its future

Achievements and Performance

The main areas of charitable activity are the provision of classes/workshops/training and performance opportunities for people living in the Vale of Glamorgan and surrounding areas.

In 2022/23 Motion Control Dance:

●worked with 2290 individuals on a variety of projects of a range of ages - an increase of 57% from last year
●delivered 17 weekly dance sessions for children, young people, women and vulnerable adults at the YMCA, Barry and satellite centres across the Vale - an decrease of 15% from our previous year due to cost of living crisis and we had to combine classes due to low numbers attending
●took participants to perform at 8 community events

Registered Charity No: 1161551

●co-ordinated 25 community dance projects that were booked for our services
●We expanded our team from 1 full time post to include 2 but then dropped back down to 1 part time workers with 7 freelance professional dance tutors on a weekly basis with the help of 5 young volunteers
●Motion Control Dance won the Third Sector Business at the Vale Business Awards, won Best Dance Studio at the Welsh Prestige Awards and was shortlisted for the Green Award by One Dance UK for our Green Movement project.

Highlights of this programme were:

We had 71% overall retention of our members this year
Community showcase with over 100 performers to an audience of 250 members at St Cyres High School that revised the story of the Snow Queen to be more relevant to our young dancers using mobile phones in their creation of the Ice Queen.
Our BBirls and BBoys had a chance to showcase their skill development at the Urdd Urban Games where our dancers dominated the competition and took 2nd in the Breaking and 3rd in the street dance duet.
Our Local Motion Disability Dance programme has seen 58 members in the studio this year to attend regularly weekly classes.
We managed to engage 78 members to attend our programme who are over the age of 50 in a variety of sessions including those with Dementia and Parkinson’s.
We organised a few social events for our members to enjoy and participate in such as a trips to Move It Exhibition in London. We also organised to have our dancers plant 100 tree saplings as part of the climate change project and the Vale project zero initiative.
Motion Control Dance made a new partnership with Barry Hospital as they delivered creative movement sessions to both Sam Davis and St Baruc wards working with those with young onset dementia and those in palliative care.
We delivered a large school intensive project ‘Cynefin’ at Evenlode Primary School in Penarth to celebrate the school values of belonging.
We held a Summer of Fun project that saw 44 young dancers experience various dance classes during the summer to engage new members in the next season.

Registered Charity No: 1161551

Financial Review

Motion Control Dance has managed to provide a broad programme of work to children, young people and vulnerable adults in a variety of settings this year all of which focused upon increasing the health and wellbeing of our members.

The Charity, with the aid of sound financial management and the continued efforts of staff and support generated a total turnover for the charity’s financial year ending 31 August 2023 was £103,722 with expenditure costs at £117,903. There was a large overspend this year of £14,181 which was a planned investment taken from the reserves of last year for the employment of the administrator to support the future sustainability of the charity. The financial performance of the charity is disclosed in the financial statements.

Principal Funding Sources: Our principal source of funds has been generated through our studio dance programme for this financial period as well as services being booked by our charity within organisations in the Vale of Glamorgan. Motion Control Dance gratefully acknowledges all those who provided funding support in particular:

Children in Need,
Third Sector Preventative Fund,
Glamorgan Voluntary Services,
Arts Business Wales and CAVUHB,
Vale of Glamorgan Youth Service and Healthy Living Team.

As a result of an increasingly competitive funding environment the trustees continue to seek additional sources of funding from an increasingly broader range of agencies within both the public and private sectors. During 2022/23 good progress has been made in creating new links and partnerships with the following organisations which have supported Motion Control Dance financially and in kind: Evenlode Primary School and Vale Brook Care Home.

Policy on Reserves: Reserves are needed to bridge the gap between the spending and receiving of income and to cover unplanned emergency repairs and other expenditure and future plans.

The reserves that we have set aside provide financial stability and the means for the development of our principal activity. We intend to maintain our reserves at a level which can cover all eventualities if we had to close immediately (looking to increase/decrease dependent on annual unrestricted funds). The charity aims to maintain sufficient unrestricted reserves of a total approximately £15k to cover:

Children in Need grant funds repaid,
£2700 professional course with Studio Evolution,
pension payments,

Registered Charity No: 1161551

Final set of accounts prepared,
insurance - pay balance,
Studio lease x 12 weeks,
One month salaries and payroll.

The board of trustees are aware the reserves policy is essentially held in case of emergency and the project is unable to continue at its capacity or continue delivery. In the case of external grants and projects this money can be on hold and returned whilst existing monthly outgoings and annual costs will need to be reserved and covered.

We will review the policy in regards to trends, best practice guidance from the Charity Commission and our own financial performance. This will provide us with an approach to reserves that will enable us to provide for future risks to the organisation, including the worst case scenario of closure.

The Board regularly reviews the amount of reserves that are required to ensure that they are adequate to fulfil our continuing obligations. This is done on a quarterly basis. The % will change dependent on finance/total unrestricted funds for the year.

Investment Policy: This charity does not have an investment policy or committee or manager due to the size of the charity. In the future, we would look to create an investment portfolio and policy if our reserves warranted investment.

Plans for Future Periods

Motion Control Dance’s plans for 2023/24 are:

Organisational Development

Recruit new board members to increase ability and confidence of the Board to handle outstanding skills such as HR matters appropriately
Work towards the 5 year plan for financial stability and growth with an emphasis on securing unrestricted grant funding and corporate donations.
Keep mandatory training for internal staff, regular freelance staff and volunteers up to date, and complete a programme of training to hone production and promotional skills development

Sector Development

Develop new partnerships with primary schools in the region to expand on joint projects and deliver staff training programmes based on the new Welsh Creative Curriculum
Continue to develop our dance programme working with over 50s and those with dementia, those residing in care homes & in hospital and those with Parkinson’s
Continue to work in partnership with local organisations to connect with our community and expand on our reputation and work of mouth referrals focusing upon health and wellbeing

Registered Charity No: 1161551

Engage with more members from areas of deprivation having subsidised sessions for ACES and those on low income families
Work in partnership with other dance organisations to promote our services in hip hop and breakin in Wales
Give performance opportunities to our dancers in large scale events at Cardiff City Stadium and local dance competitions.

Training & Development

Network with local organisations in the Vale for future partnership possibilities
Tutors to attend refresher Safeguarding and First Aid Courses with Vale of Glamorgan Council
Keep mandatory training for internal staff, regular freelance staff and volunteers up to date, and complete a programme of training to hone production and promotional skills development
Our Disability Dance tutor to become a certified Touch Trust practitioner
MCD to achieve GOLD INSPORT status

Community Programme

Sustain our current dance programme of weekly sessions at the YMCA and maintain after school clubs and increase number of members to 270 on a weekly basis
Deliver at least 4 projects to schools, colleges, health partners & community groups
Perform at least 5 community events in the local area
Deliver weekly dance sessions in at least 4 care homes in the local area

Statement of Trustees' Responsibilities

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 Charity's financial activities during the year and its financial position at the end of the year. ln preparing those financial statements the Trustees are required to follow best practice and to:

select suitable accounting policies and then apply them consistently;
make judgements and estimates that are reasonable and prudent;
observe the methods and principles in the Charity SORP;
prepare the financial statements on the going concern basis unless it is inappropriate to
presume that the Charity will continue in operation.

The Trustees are responsible for keeping accounting records which 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 and Companies

Registered Charity No: 1161551

Act 2006. They 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.

Signature and Declaration

Declaration: I declare, in my capacity of charity trustee, that: the trustees have approved the report above and have authorised me to sign it on their behalf.

Signature:

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Full Name: Rhys Lawrence

Position: Chair of Board

Date: 12th April 2024

Motion Control Dance

Charity No. 1161551

Company No. CE004062

Trustees' Report and Unaudited Accounts

31 August 2023

Motion Control Dance Contents

	Pages
Independent Examiner's Report	2
Statement of Financial Activities	3
Balance Sheet	4
Notes to the Accounts	5 to 7
Detailed Statement of Financial Activities	8 to 9

Page 1

Motion Control Dance Independent Examiners Report

Independent Examiner's Report to the trustees of Motion Control Dance

I report to the charity trustees on my examination of the financial statements of Motion Control Dance for the year ended 31 August 2023.

Responsibilities and basis of report

As the charity's trustees of the company (and also its directors for the purposes of company law) you are responsible for the preparation of the financial statements in accordance with the requirements of the Companies Act 2006 ('the 2006 Act.

Having satisfied myself that the financial statements of the Charity are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity's financial statements as carried out under section 145 of the Charities Act 2011 ('the 2011 Act'). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5) (b) of the 2011 Act.

Independent examiner's statement

I have completed my examination. I can confirm that no material matters have come to my attention in connection with the examination giving me cause to believe:

accounting records were not kept in accordance with section 386 of the 2006 Act ; or
the financial statements do not accord with those records; or
the financial statements do not comply with the accounting requirements under section 396 of the 2006 Act other than any requirement that the financial statements give a 'true and fair' view which is not a matter considered as part of an independent examination; or
the financial statements have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).

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 financial statements to be reached.

Seamount Accountancy Gryson House The Grove Pontllanfraith

NP12 2EQ 12 April 2024

Page 2

Motion Control Dance Statement of Financial Activities

for the year ended 31 August 2023

Unrestricted funds 2023 £ 64,684 2,046	Restricted funds 2023 £ - 36,992	Total funds 2023 £ 64,684 39,038	Total funds 2022 £ 57,668 50,084
66,730 7,114 78,653	36,992 6,053 26,083	103,722 13,167 104,736	107,752 22,491 104,082
85,767 -	32,136 -	117,903 -	126,573 -
(19,037) -	4,856 -	(14,181) -	(18,821) -
(19,037)	4,856	(14,181)	(18,821)
(19,037) 23,825	4,856 -	(14,181) 23,825	(18,821) 42,645
4,788	4,856	9,644	23,824

Page 3

at 31 Awull 2023 Company No. Not 2023 Current Debto Caih It bink iftd lft hand 16 26.7 26.721 12.897) ZJ.824 f3.824 TJ.824 10.IWJ cred110. Amounl lllng due wlthth ono 1[ Nel current auets 9.644 9,6U 9.644 Total ets less current liablllts Net aults axdudiThJ pen'on OT hth.lrty Totil net •tI 9.6U 23.824 Th• fundi ol the Gharity RestriElfjd lun 10 Unreslrl¢ted funds General lun io 4.788 4.788 rd.825 23M25 RtsefV•S 10 Total fun The i¢counts hive beefi prep4red In arrd¥e wlth th• provth ol Part 15 01 the Compini Act 2006 r¥itJng io gm41 ¢onwnleJ. For the y[ •nd•d 31 Auw4t 2Q23 the wnpany efitftled to exemption uThler EtH>o 477 01 th• Companles Act relatiTra to wnall comparMe The members have not roquii•d th• CLryany lo obt• •udll In It%0ce wlth $8etkJn 476 01 th• Compan1 Acl 2rJA. The dlrtciors i¢knowl•thJo th•lr rwp0ll#lIu lof comp"n Mth the requliemeiits ol Ihe Companl•s AGI 2llJ6 with rgwed lo c¢ountity fecords ind Iha pr•paAtion ol au1& Appioveo by the board on 12 Aprfl 21Y24 And behaN ty: Lawre Truilg9 12 2024 r pern)n

Motion Control Dance Notes to the Accounts

for the year ended 31 August 2023

1 Accounting policies

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 January 2015) - (Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006.

Change in basis of accounting or to previous accounts

There has been no change to the accounting policies (valuation rules and method of accounting) since last year and no changes have been made to accounts for previous years.

Fund accounting

Unrestricted funds These are available for use at the discretion of the trustees in furtherance of the general objects of the charity.

Designated funds These are unrestricted funds earmarked by the trustees for particular purposes. Revaluation funds These are unrestricted funds which include a revaluation reserve representing the restatement of investment assets at their market values.

Restricted funds These are available for use subject to restrictions imposed by the donor or through terms of an appeal.

Trade and other 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.

Trade and other creditors

Short term creditors are measured at the transaction price. Other 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.

Pension costs

The charity operates a defined contribution plan for its employees. A defined contribution plan is a pension plan under which the company pays fixed contributions into a separate entity. Once the contributions have been paid the company has no further payments obligations. The contributions are recognised as expenses when they fall due. Amounts not paid are shown in accruals in the balance sheet. The assets of the plan are held separately from the company in independently administered funds.

2 Company status

The company is a private company limited by guarantee and consequently does not have share capital.

Page 5

Motion Control Dance

Notes to the Accounts

Unrestricted £ 0 2,007 39 2,046	Unrestricted £ 51,858 4,443 - 8,383 64,684 Restricted £ 36,992 - - 36,992	Total 2023 £ 51,858 4,443 - 8,383 64,684 Total 2023 £ 36,992 2,007 39 39,038	Total 2022 £ 37,140 18,026 40 2,462
			57,668
			Total 2022 £ 47,397 2,686 1
			50,084

Unrestricted £ 3,820 3,141 153 7,114 Unrestricted £ 13,063 2,990 55,496 1,233 4,394 1,477 78,653	Restricted £ - 4,153 1,900 6,053 Restricted £ 140 24,713 1,230 - - - 26,083	Total 2023 £ 3,820 7,294 2,053 13,167 Total 2023 £ 13,203 27,703 56,726 1,233 4,394 1,477 104,736	Total 2022 £ 2,204 16,525 3,762
			22,491
			Total 2022 £ 12,457 28,172 49,474 2,225 9,717 2,037
			104,082

Page 6

Motion Control Dance Notes to the Accounts

7 Staff costs Salaries and wages Pension costs No employee received emoluments in excess 8 Debtors Trade debtors 9 Creditors: amounts falling due within one year Trade creditors Other taxes and social security Other creditors Accruals 10 Restricted Funds Received Restricted funds: Restricted income funds: Third Sector GVS GVS Equipment Barry Town Council Arts Business Wales - Culture Step Vale Youth Service Youth Led Mayors Foundation Garnett Foundation Total Unrestricted funds: General funds Total funds	of £60,000. At 1 September 2022 - - - - - - - - - 23,825 23,825	2023 51,694 651 52,345 2023 £ 982 982 2023 £ 7 - 539 - 546 Receipts in Year £ 8,740 3,653 4,000 3,600 14,600 1,500 400 500 36,992 66,730 103,722	Resources expended £ (3,883) (3,653) (4,000) (3,600) (14,600) (1,500) (400) (500) (32,136) (85,767) (117,903)	2022 43,947 797
				44,744
				2022 £ 16
				16
				2022 £ 615 1,061 1,220 1
				2,897
				At 31 August 2023 £ 4,856 - - - - - - -
				4,856
				4,788
				9,644

Page 7

Motion Control Dance Notes to the Accounts

11 Related party disclosures

Controlling party

The company is limited by guarantee and has no share capital; thus no single party controls the company.

Page 8

Motion Control Dance Detailed Statement of Financial Activities

for the year ended 31 August 2023

Income and endowments from: Charitable activities Classes Projects Events Workshops Other Grants Donations Bank interest Total income and endowments Expenditure on: Charitable activities Classes Projects Workshops Total of expenditure on charitable activities Other expenditure Hall Hire Freelance Tutors Employee costs Salaries/wages Pension costs Staff entertainment Staff training Motor and travel costs Travel and subsistence Business mileage costs reimbursed General administrative costs, including depreciation and amortisation Bank charges	Unrestricte d funds 2023 £ 51,858 4,443 - 8,383 64,684 0 2,007 39 2,046 66,730 3,820 3,141 153 7,114 7,114 13,063 2,990 16,053 50,464 651 408 3,973 55,496 635 598 1,233 56	Restricted funds 2023 £ - - - - - 36,992 - - 36,992 36,992 - 4,153 1,900 6,053 6,053 140 24,713 24,853 1,230 - - - 1,230 - - - -	Total funds 2023 £ 51,858 4,443 - 8,383 64,684 36,992 2,007 39 39,038 103,722 3,820 7,294 2,053 13,167 13,167 13,203 27,703 40,906 51,694 651 408 3,973 56,726 635 598 1,233 56	Total funds 2022 £ 37,140 18,026 40 2,462
				57,668
				47,397 2,686 1
				50,084
				107,752 2,204 16,525 3,762
				22,491
				22,491 12,457 28,172
				40,629
				43,947 797 817 3,913
				49,474
				1,601 624
				2,225
				39

Page 9

Motion Control Dance

Detailed Statement of Financial Activities

General insurances Postage and couriers Software, IT support and related costs Stationery and printing Subscriptions Sundry expenses Telephone, fax and broadband Legal and professional costs Accountancy and bookkeeping Other legal and professional costs Total of expenditure of other costs Total expenditure Net gains on investments Net expenditure Net expenditure before other gains/(losses) Other Gains Net movement in funds Reconciliation of funds: Total funds brought forward Total funds carried forward	629 92 857 867 993 - 900 4,394 1,464 13 1,477 78,653 85,767 - (19,037) (19,037) - (19,037) 23,825 4,788	- - - - - - - - - - - 26,083 32,136 - 4,856 4,856 - 4,856 - 4,856	629 92 857 867 993 - 900 4,394 1,464 13 1,477 104,736 117,903 - (14,181) (14,181) - (14,181) 23,825 9,644	586 208 3,235 1,240 1,847 835 1,727
				9,717
				1,614 423
				2,037

				104,082
				126,573 -
				(18,821)
				(18,821) -
				(18,821)
				42,645
				23,824

Page 10