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2022-10-31-accounts

Registered Charity Number 1164179

Manchester Digital Music Archive Trust

Financial Statements for the year ended 31[st] October 2022

The Board of Trustees presents its report and unaudited financial statements for the year ended 31[st] October 2022.

Reference and Administrative Information

Charity name

Manchester Digital Music Archive Trust

Charity Registration Number

1164179

Registered Office

Stun Office Z-Arts 335 Stretford Road Manchester M15 5ZA

Trustees

Michael Barnes-Wynters Appointed February 2022 Cathy Brooks Chair David Carter Resigned June 2023 Sarah Feinstein Resigned February 2022 Karen Gabay Darren Jones Estelle Neuman Appointed June 2023 Aidan O’Rourke

Principal staff

Alison Surtees

Volunteers

Markus Heithier Heather Roberts Catherine Mullen James Zeiter Matthew Norman Dave Rofe

Bankers

Triodos Bank Deanery Road Bristol BS1 5AS

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Manchester Digital Music Archive Trust

Report of the Board of Trustees for the year ended 31[st] October 2022

Objectives

The Manchester Digital Music Archive Trust (MDMArchive) is a small charity which was established with the objectives of:

Purposes and Aims

Manchester Digital Music Archive is an online community archive that celebrates Greater Manchester music and its social history. It was established in 2003 and became a registered charity in October 2016.

Our mission statement is to celebrate Greater Manchester music, protect its heritage and promote awareness of its cultural importance.

Our crowd-sourced archive and website is a place for people all over the world to share Manchester music ephemera and memories, be they fans, musicians or involved with the music industry itself.

We are passionate about celebrating the hidden chapters and under-represented communities within Greater Manchester music. We believe that through crowd-sourcing artefacts we can democratise heritage and provide a platform for multiple versions of history to be shared. There is no hierarchy of 'merit' within our archive. The general public decides what is important and what is 'heritage'.

Our core values are:

Our specific aims are to:

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Manchester Digital Music Archive Trust

Report of the Board of Trustees for the year ended 31[st] October 2022 (continued)

Ensuring Our Work Delivers Our Aims

MDMArchive trustees’ meetings look at the success of each key activity and the benefits they have brought to those people that the charity aims to help. This enables MDMArchive to ensure that its aims, objectives and activities remain focused on its stated purposes. We have referred to the guidance contained in the Charity Commission's general guidance on public benefit when reviewing our aims and objectives and in planning our future activities. In particular, the trustees consider how planned activities will contribute to the aims and objectives they have set.

How Our Activities Deliver Public Benefit

MDMArchive’s main activities are set out below. Our activities are based on the provision of education and advancement of culture for the public benefit.

Who Used and Benefited From Our Services?

MDMArchive’s activities have an emphasis on people living in the Greater Manchester area. In the year covered by this report benefits were provided to:

Achievements and performance

Establishment of ‘Telling Stories’ Conference

Development work took place on a ‘Telling Stories’ conference which took place in November 2022. In the period of this report, we set up and managed the call for proposals, developed the website for the conference, and managed the

communications with participants in readiness for the conference (details of which will be included in next year’s report. The framework for the programme is the first major project from the partnership agreement signed with Manchester Metropolitan University (MMU) and the School of Digital Arts (SODA).

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Manchester Digital Music Archive Trust

Report of the Board of Trustees for the year ended 31[st] October 2022 (continued)

Connecting Manchester’s Music Archive (CMMA)

CMMA is a collaborative project delivered by MDMArchive, Royal Northern College of Music (RNCM), The Halle Archive the Henry Watson Archive and more. The project is funded by an NHLF grant secured by RNCM, and aims to centralise different collections of material. It involves the building of a new back end database by MDMArchive that will link the above archives digitally, on a shared system. This will then act as a pilot for how all archives can share data in a standard database system to make researching easier.

Renewal of partnership agreement with Royal Northern College of Music (RNCM)

Discussions took place with RNCM on renewing our partnership agreement with them, in readiness for our proposed grant bid to NLHF bid. This partnership agreement was signed in Nov 2022. Work on the MDMArchive NHLF bid is currently ongoing.

Volunteers

Our volunteers ran and managed a community outreach event in summer at two venues, one in central Manchester and at Gorton Monastery. This was supported by Trustees, and we produced two pop up banners for use at future events and bookmarks for circulation to attendees. This generated a lot of discussion and enabled the volunteers to connect with trustees and the public. It was our first public event since lock down.

As we moved towards the end of 2022, various of our website volunteers were getting back to their work and studies/research, and as a result, the support delivered by them has slowed. It is therefore now important that we organise training for new volunteers.

Bury New Road Project

We were one of the heritage partners on the Bury New Road Project, which saw us deliver a community scanning day in Broughton, Salford, as well as supporting the ongoing work around community outreach and engagement. This has generated a new website of memories of the Bury New Road area. A lot of the memories are music related which sits within our remit, and will link to our website after the project is finished.

Manchester Hip Hop Archive (MHHA)

We completed the work for MHHA and have been trying to establish further contact, as we approach the 50[th] Anniversary of Hip Hop, towards doing a celebration event.

Backing up the Archive

A hard drive was purchased to enable us to back up the archive, in the event of a wholesale technical failure of the website.

20[th] Anniversary

Discussions began around how we should celebrate our 20[th] year from April 2023.

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Manchester Digital Music Archive Trust

Report of the Board of Trustees for the year ended 31[st] October 2022 (continued)

Financial review

Principal Funding Sources

The Charity’s main source of income in the year was for the delivery of the MHHA project (£1,400). £150 was received for our contribution to the Bury New Road project. Donations totalled £341. No grant funding was received in the year.

Reserves Policy

The charity does not currently have a reserves policy. It has no premises or salaried staff, so winding up costs in the event of an unplanned shutdown would be negligible.

Plans for Future Periods

MDMArchive’s priorities for future activity include:

Structure, Governance and Management

Recruitment and Appointment of Trustees

Trustees are appointed for a term of three years by a resolution passed at a meeting of the charity trustees. Individuals are selected for appointment as trustees with regard to the skills, knowledge and experience needed for the effective administration of the charity and are sought through the networks of existing Board members. Skills represented amongst the trustee body include digital technologies, music and cultural history, arts administration and finance management. Trustees who retire can be reappointed or up to three consecutive terms but may only be reappointed for a fourth term after an interval of one year.

Governing Document

The charity was established as a Charitable Incorporated Organisation (CIO) whose only voting members are its charity trustees (‘Foundation’ model constitution). The constitution establishes the objects and aims of the charity and how it is governed. In the event of the charity being wound up, the members are liable to contribute no more than £1 for the payment of the debts and liabilities of the CIO.

Induction and Training of Trustees

Prospective new trustees are introduced to the work of MDMArchive by attending meetings with the Chair of the trustees and other board members. These briefings also cover the legal obligations and responsibilities of trustees.

New trustees are referred to the Charity Commission's "The Essential Trustee: What you need to know" resource, the Charity's constitution and the latest published accounts.

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Manchester Digital Music Archive Trust

Report of the Board of Trustees for the year ended 31[st] October 2022 (continued)

Risk Management

The Board of Trustees has conducted a review of the major risks to which the charity is exposed. Where appropriate, systems or procedures have been established to mitigate the risks the charity faces. Procedures are in place to ensure compliance with health and safety of volunteers, young people, other service users and visitors. Internal financial risks are minimised by the implementation of procedures for the authorisation of all transactions, and systems are in place to ensure compliance with health and safety legislation.

Organisational Structure

The only members of MDMArchive are its charity trustees. The trustee body meets as required to agree the charity's programme of activity. The general day-to-day administration and management of finances are undertaken by board members and a volunteer co-founder of the organisation. In the current period, freelance staff were engaged to deliver elements of the HLF project. Other project activities were undertaken by the co-founders working in a voluntary capacity and other volunteers .

Statement of Board of Trustees responsibilities

The Board of Trustees is responsible for preparing the Report of the Board of Trustees and the financial statements in accordance with applicable law and regulations.

Charity law requires the Board of Trustees to prepare financial statements for each financial year. Under Charity law the Board of Trustees must not approve the financial statements unless they are satisfied that they give a true and fair view of the state of affairs of the charity and the income and expenditure of the charity for that period.

The charity has a gross income of less than £250,000 and has prepared receipts and payments accounts using the Charity Commission charity accounting template CC16a.

The Board of Trustees is responsible for keeping adequate accounting records that are sufficient to show and explain the charity’s transactions and disclose at any time the financial position of the charity and to enable it to ensure that the financial statements comply with the Charities Act. They are also responsible for safeguarding the assets of the charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.

Approved by the Board of Trustees and signed on its behalf by:

Cathy Brooks (Chair) Aug 2023

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Independent Examiners Report

I report to the trustees on my examination of the accounts of the Manchester Digital Music Archive Trust (the Trust) for the year ended 31 October 2022.

Responsibilities and basis of report

As the charity trustees of the Trust 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 Trust’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:

  1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or

  2. the accounts do not accord with those records; or

  3. the accounts do not comply with the applicable 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.

Paul Cowham FCA DChA Green Fish resource Centre 46-50 Oldham Street Manchester M4 1LE

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Manchester Digital Music Archive Trust Manchester Digital Music Archive Trust Manchester Digital Music Archive Trust Manchester Digital Music Archive Trust Manchester Digital Music Archive Trust 1164179 CC16a
Receipts and payments accounts
For the period
from
01-Nov-21
For the period
from		 01-Nov-21 To 31-Oct-22
Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest
£		 Restricted
funds
to the nearest £		 Endowment
funds
to the nearest £		 Total funds
to the nearest £		 Last year
to the nearest £
Fundraisingevents - - -
Donations 341 - 341 1,100
Heritage EmergencyFund - - -
Bank interest - - -
Project income 1,550 - 1,550 630
Sub total(Gross income for
AR)

1,891		 - - 1,891 1,730
A2 Asset and investment sales,
(see table).
- - - - -
- - - - -
Sub total - - - - -
**Total receipts ** 1,891 - - 1,891 1,730
A3 Payments
Staff costs - - 1,350
Travel/subsistence - - 38
Trustee expense - - -
Trustee meetings - - -
Website 414 - 414 464
Bank charges 18 - 18 20
Events inc exhibitions & workshops - - -
Archive films - - -
Advertising&promotion 123 - 123 -
Equipment 330 - 330 -
Evaluation - - -
Accountancy 200 - 200 -
Sundry 64 - 64 218
**Sub total ** 1,149 - - 1,149 2,090
A4 Asset and investment
purchases, (see table)
- - - - -
- - - - -
**Sub total ** - - - - -
**Total payments ** 1,149 - - 1,149 2,090
Net of receipts/(payments) 742 -
-		 742 - 360
A5 Transfers between funds
A6 Cash funds last year end		 - - -
2,882 0 - 2,882 3,242
Cash funds thisyear end 3,624 0 - 3,624 2,882

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Section B Statement of assets and liabilities at the end of the period

----- Start of picture text -----
Unrestricted Restricted Endowment
Categories Details funds funds funds
to nearest £ to nearest £ to nearest £
B1 Cash funds Triodos Bank 3,052 - -
PayPal 572 - -
- -
Total cash funds 3,624 - -
Unrestricted Restricted Endowment
funds funds funds
Details to nearest £ to nearest £ to nearest £
----- End of picture text -----

Details Details Unrestricted
funds
to nearest £		 Unrestricted
funds
to nearest £		 Restricted
funds
to nearest £		 Restricted
funds
to nearest £		 Endowment
funds
to nearest £
Trustee remuneration
Signed by one or two trustees on
behalf of all the trustees
B2 Other monetary assets
B3 Investment assets
B4 Assets retained for the
charity’s own use
B5 Liabilities		 - - -
- - -
- - -
- - -
- - -
- - -
Details Fund to which
asset belongs		 Cost (optional) Current value
(optional)
- -
- -
- -
- -
- -
Details Fund to which
asset belongs		 Cost (optional) Current value
(optional)
Large screen iPad/wall mount Heritage Lottery
Fund		 898
Rugged hard-drives x 2 Unrestricted 330
Details Fund to which
liability relates		 Amount due
(optional)		 When due
(optional)
Independent Examination of 2021/22
accounts		 Unrestricted 200 August 2023
Date of
approval
No Trustees received remuneration during the year (2019: £400). Remuneration of trustees is permitted in the
constitution in certain circumstances, and when considered necessary is authorised by the other trustees.
Signature
Print Name
Catherine Brooks 26 Aug23

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MDMA_2022_signed_accounts MDMA accounts and IE report 2022 v2.pdf d375203af356b9b0945032a95e8d088b721730ef MM / DD / YYYY Pending signature

08 / 30 / 2023 Sent for signature to Cathy Brooks (cathybird@yahoo.co.uk)
09:25:30 UTC and Paul Cowham (contact@pcowhamaccounts.com) from
paul.cowham@gmail.com
IP: 78.146.72.120
08 / 30 / 2023 Viewed by Cathy Brooks (cathybird@yahoo.co.uk)
21:12:14 UTC IP: 94.8.196.239
08 / 30 / 2023 Signed by Cathy Brooks (cathybird@yahoo.co.uk)
21:13:57 UTC IP: 94.8.196.239
08 / 30 / 2023 This document has not been fully executed by all signers.
21:13:57 UTC