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2023-08-31-accounts

Trustees’ Annual Report and Financial Statements for the Year Ended 31 August 2023

Cyclox

Charitable Incorporated Organisation (CIO) number 1190137

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CYCLOX

Contents

Reference and Administrative Details
3
Trustees’ Report
4
Statement of compliance.....................................................................................................................4
Structure, Governance and Management ...........................................................................................4
Trustees’ Responsibilities ....................................................................................................................4
Objectives and Activities ......................................................................................................................5
Progress and achievements .................................................................................................................5
Review of our strategy .....................................................................................................................5
Support people who cycle, and want to cycle, in Oxford ................................................................6
a)
Dr Bike sessions and stalls .................................................................................................6
b)
Kidical Mass ........................................................................................................................6
c)
Speaker events ...................................................................................................................7
Campaign for improved cycling infrastructure and safety for people who cycle (Vision Zero) ......7
a)
Vision Zero – Safe Streets for All........................................................................................7
Developing our campaign strategy ..................................................................................................8
Oxfordshire County Council Vision Zero Strategy ...........................................................................8
Advocacy with Oxfordshire County Council ....................................................................................8
Fundraising.......................................................................................................................................9
b)
Consultations .....................................................................................................................9
Communications ..............................................................................................................................9
Membership.................................................................................................................................. 10
Equality and diversity.................................................................................................................... 10
Plans for 2024 ................................................................................................................................... 11
Support for people who cycle, and want to cycle, in Oxford ....................................................... 11
Advocacy for improved cycling infrastructure and safety for people who cycle (Vision Zero) ... 11

This report is accompanied by the Financial Statements for the Financial Year Ending 31 August 2023.

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Annual Trustee Report for the Year Ended 31 August 2023

CYCLOX

Reference and Administrative Details

Charity name Cyclox Charity registration number 1190137 Registration as a Charitable Incorporated 24[th] June 2020 Organisation Registered address 12 Apsley Road Oxford OX2 7QY Website: www.cyclox.org Email: contact@cyclox.org Phone: 07931769484 Trustees Jake Backus Elise Benjamin Ian Callaghan Alison Chivers Andy Chivers James Dawton Paul Hayward Kathryn McNicoll Ben Sawyer Steve Unwin Jonny Ives resigned 10[th] August 2023 Honorary secretary Kathryn McNicoll Campaigns Director Lucy Giuliano Bankers From August 2020 Unity Trust Bank PLC 4 Brindley Place Birmingham B1 2JB

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Annual Trustee Report for the Year Ended 31 August 2023

CYCLOX

Trustees’ Report

The Trustees submit their annual report and financial statements for the year ended 31[st] August 2023. The financial statements have been prepared in accordance with the accounting policies set out in the accompanying document.

The Charity is a Charitable Incorporated Organisation (CIO): number 1190137.

Statement of compliance

This report complies with the requirements of the Charity’s constitution (based on the ‘association’ model CIO constitution authorised by the Charity Commission), which is the Charity’s governing document.

Structure, Governance and Management

The Charity was established on 24[th] June 2020 and assumed the assets and liabilities of the unincorporated organisation that preceded it. The Charity is governed by a constitution that sets out the powers and responsibilities of the Trustees in fulfilling the Charity’s objectives.

The Trustees when complete consist of at least five and not more than fifteen individuals. At every annual general meeting of the members of the CIO, one-third of the elected charity trustees shall retire from office. The terms of office of all trustees commenced at our first AGM held on 17[th] November 2020. New Trustees spend time with the existing Trustees to ensure they understand their responsibilities and the legal and financial framework in which the Charity operates. For reference, all Trustees are issued with the Charity Commission’s publication ‘The Essential Trustee: What you need to know’.

The Trustees have reviewed the major risks relating to the operation of the Charity, and systems and procedures have been established and implemented to manage those risks.

Becci Curtis, our coordinator, resigned in December 2022. Lucy Giuliano, campaigns director joined us in July 2023.

Trustees’ Responsibilities

The Trustees are responsible for preparing the Trustees’ Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

Law applicable to Charities in England & Wales requires the Trustees to prepare financial statements for each financial period, which give a true and fair view of the Charity’s financial activities during the period, and of its financial position at the end of the period. In preparing these financial statements, the Trustees are required to:

Annual Trustee Report for the Year Ended 31 August 2023

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The Trustees are responsible for keeping accounting records that disclose with reasonable accuracy the financial position of the Charity and which enable them to ensure that the financial statements comply with the Trust Deed. 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.

Objectives and Activities

Our charitable objects, as set out in our constitution, are:

To promote cycling for the public benefit in and around Oxford as a means of furthering the following purposes:

by whatever means the trustees think fit, including advocating and campaigning on all matters relating to cycling and other forms of transport, and encouraging and enabling members of the public, irrespective of their age, ability, gender, race, or social or economic circumstances, to cycle, through the provision of cycling facilities, services, training, educational activities and public meeting.

Our purpose is to get more people in and around Oxford cycling, more often, and more safely.

Progress and achievements

Note: this report includes some activities that took place in September 2022 where it seemed logical to do so.

Review of our strategy

We reviewed our strategic objectives and 3-year plan in January 2023. Resulting from this we:

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Annual Trustee Report for the Year Ended 31 August 2023

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Oxford is a world class cycling city, where everyone can choose to cycle and feels safe to do so, and where cycling is a normal form of transport.

Support people who cycle, and want to cycle, in Oxford

a) Dr Bike sessions and stalls

We decided that, in our 20[th] anniversary year, we would push the boat out and run more sessions: we ran a total of 8 sessions at local events, all bar one in conjunction with a Cyclox stall. It was great to have a presence at some new events this year, in particular the Eid Festival and Oxford Pride as we are keen to reach as wide and diverse a cross-section of Oxford’s residents as possible. Qualified mechanics safety checked and repaired over 100 bikes in 30-min pre-booked and walk-in slots.

We ran sessions at:

The bubble bike once again proved very popular, although it does necessitate having someone in charge of it.

The Dr Bike sessions are very well received - they are obviously helping a wide range of people back onto their bikes. Bike owners particularly appreciate the friendly unbiased advice of the mechanics as their bikes are being fixed: a lot of people, especially women, feel intimidated by their lack of expert knowledge when they enter a bike shop but here the mechanics are only too pleased to help and advise them.

We were delighted to receive £500 from the MidCounties Co-operative Community Fund to run three Dr Bike sessions in Barton and Rose Hill.

b) Kidical Mass

We held three Kidical Mass rides this year, in March, May and September.

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So many volunteers succeeded in making these such memorable events. In particular we want to thank Cyclox Trustee, Ian Callaghan, and Cyclox members; Owen McKnight and Annette Pattinson. We are looking forward to running ‘Kidical Mass’ rides again next year.

c) Speaker events

It has been a busy and varied year. We hoped to have alternating meetings in real life and via Zoom, but this spring and summer have had a lot of other activities so they haven’t happened. We had 7 talks and one conference with 3 of those being in real life. With so much going on for the 20[th] Cyclox birthday celebrations, we didn’t fit in talks in June, July or August.

The conference attracted about 100 people and the two other live events had about 30 in each. Zoom used to attract over 80 people but latterly the numbers are more 20-30. We can get speakers from a wide area of course.

Sept 20th John Disley The future of travel in Oxford Zoom
Oct 18th Citizen’s Jury Alison Chisholm Zoom
Nov 15th Thalia Verkade author of Movement Zoom
Jan 25th End Road Deaths: Learning from HelsinkiVision Zero
conference(more about the conference below)
Cheney School
Feb 21st George Bennett, chair of BIcester BUG campaigning Zoom
Mar 28th Ling Jinks, Kate Seal Emily Kerr ‘How I gave up my car’ Florence Pk
Apr 18th Zuhura Plummer COTP Oxfordshire Streets Zoom
May 16th Making Oxford’s Junctions Safer, Danny Yee, Patrick Lingwood,
Graham Smith
Wesley Mem
Sept 14th
& Oct 10th
How to cycle safely and keep your bike safe. Andy Chivers &
James Dawton. Presentations to 25 girls aged 11-15
Oxford High
School for Girls

Oxfordshire County Council hosted the Cycle County Active County conference on the 5th and 6th July. Members of Cyclox made several presentations at the meeting, including one by Alison Hill who made a joint presentation with Cllr Andrew Gant, Cabinet member for Highways.

Alison Hill and Annette Pattinson from JoyRiders Oxford spoke at a cycle safety event at the Chinese Academy of Medical Sciences to mark the first anniversary of Dr Ling Felce’s death attended by about 40 people. They spoke about how to cycle safely and what the Vision Zero campaign involves.

Campaign for improved cycling infrastructure and safety for people who cycle (Vision Zero)

a) Vision Zero – Safe Streets for All

The background to our Vision Zero campaign is set out in our 2022 Trustees Report and Annual Accounts.

The first year of our Vision Zero campaigning has been around developing our campaign strategy and being an advocate for Vision Zero with Oxfordshire County Council.

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Below are the activities and achievements that have enabled us to increase our advocacy and campaigning on Vision Zero.

Developing our campaign strategy

On 25th January conference we held a conference, End Road Deaths: Learning from Helsinki , attended by 120 people. We heard from Oskari Kaupinmäki, Helsinki’s Cycling Coordinator, how Helsinki achieved Vision Zero in 2019. Other guest speakers were Jeremy Leach and Amy AeronThomas from Action Vision Zero who helped to guide us in what we need to do as campaigners. In breakout groups, attendees discussed how to apply the lessons from Helsinki and London to Oxford and Oxfordshire. There was unanimous agreement that the County Council’s target date of 2050 for achieving Vision Zero was much too far away. Topics of discussion ranged from supporting public transport improvements to making road junctions safer, expanding 20 mph roads and supporting traffic reduction.

We finalised our strategy in February 2023 with the guidance and support of Jamie Clarke and Clare Ferguson, using the outputs from the conference. This was incorporated into Cyclox’s strategy for 2022 to 2026. We renamed our campaign Safe Streets for All to reflect the fact that few people understand the term Vision Zero, and that our campaign is focusing on all road users not just cycle riders.

Oxfordshire County Council Vision Zero Strategy

Cyclox has been invited to be part of the Vision Zero Steering Group. This is the County Council’s oversight board for their Vision Zero programme. Alison Hill usually attends on behalf of Cyclox, along with Robin Tucker from the Coalition for Healthy Streets and Active Travel, Jeremy Leach from Action Vison Zero and a representative from Thames Valley Police.

The County Council is preparing a strategy for Vision Zero. Several stakeholders including Cyclox participated in a strategy workshop to discuss what we want to see included in the strategy. The council then shared an early draft with Cyclox, along with the Oxfordshire Cycling Network, Action Vision Zero and the Road Safety Foundation, for us to comment on. We are still waiting to see the next draft, which will be coming out for consultation in November 2023 with a view to seeking cabinet approval in February 2024.

Advocacy with Oxfordshire County Council

Following the deaths of four people on their bikes, the County Council has set up a Cycle Safety Group with a view to improving safety at the junctions where the cycle riders were killed and other junctions also judged to be unsafe. This has involved site visits and iterative input into the redesign of the junctions. For the present the changes made are low cost and until wholesale changes are made will improve safety to some extent but will not remove the risks. The changes to the Plain roundabout are an example of this.

As 70% of collisions involving cyclists are at junctions we ran a pilot junction review at Newman Road junction with Rose Hill using the Junction Assessment Tool. We will be undertaking further reviews but will be integrating those into the work of the Cycle Safety Group at the County Council over the coming year.

Annual Trustee Report for the Year Ended 31 August 2023

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CYCLOX

We are a member of the County Council’s external stakeholder group which representatives of motoring organisations, haulage companies, horse riders, motor bike riders, cycling and walking groups, and the police.

Fundraising

We were successful in our bid for £20k from the Foundation for Integrated Transport allowing us to recruit a campaigns director, Lucy Giuliano, who started in July. Lucy is leading the delivery of our strategy and supporting our communications and partnerships.

We are currently undertaking a fundraising campaign through The Big Give.

b) Consultations

During the year September 2022 to August 2023 our Infrastructure Group has been very active. Our team of 12 volunteers –– experts in cycling infrastructure, street architecture and urban design –– spent over 300 hours of their time responding to consultations issued by Oxfordshire County Council, Highways Authority, City Council planning applications, residential and commercial development proposals, and proposals on local and national policy.

We meet twice a month to review the latest consultations and infrastructure proposals. Each response is led by a member of the team. Where feasible and necessary, our active travel partners (such as, the Coalition for Healthy Streets and Active Travel, Cycling UK local representatives, Oxford Civic Society and the Oxfordshire Cycling Network) are consulted.

Our preliminary responses are often shared with current members residing, or working, near the proposed site for development or improvement and our responses consider comments we have received from Cyclox members.

You can view the list of the 28 formal consultations we have responded to over the past year. This though is only a small part of the work we do, as we are increasingly getting involved in more informal input before the formal planning stage. This is where our expert contributions have the most impact. In doing this we build relationships with decision-makers to influence schemes early in their development and pursue methods of co-production.

We were consulted about several schemes at an early stage of development long before the obligatory, statutory consultations. We are delighted when we are approached in this way as our aim is for planners and developers to approach us to help planning for cycle infrastructure at the start of the process. Most notably we have been closely involved in the early planning of the Bayswater estate development.

We are involved in and input into Oxfordshire County Council’s Co-Production Group and Active Travel Hub Core Liaison Group.

Communications

Over the past year our communications have been focused on engaging current members with the work we do, in particular through Vision Zero, and providing a service to the wider Oxfordshire

Annual Trustee Report for the Year Ended 31 August 2023

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CYCLOX

cycling community (by promoting partnerships and encouraging action on local cycling issues). Anyone can now opt in to receive our monthly newsletter, event announcements, and volunteer opportunities emails.

We have continued to contribute to a weekly 600-word ‘On My Bike’ column in the Oxford Mail . These articles are published in the paper as a full page spread every Saturday and on our blog. We will continue to use this column to address local cycling and active travel topics and to encourage more people of all ages, abilities and backgrounds to cycle. We invite contributions from our active travel partners, local cycling organisations, volunteers, members, and councillors.

Much of our media coverage this year has centred on cycle safety and Low Traffic Neighbourhoods. We have been invited for interview and comment by various local media outlets and platforms such as BBC Radio Oxford, BBC South, ITV Meridian, Jack FM and That’s TV.

Membership

Membership Secretary report for Cyclox AGM 2023

Cyclox’s membership currently stands at 612 compared to 717 last year and 560 the year before. Those not renewing this year include members who joined over several earlier years as well as some of those who joined in the surge in membership last year following the series of fatal cycle accidents. A few of the older standing order members have also not renewed, presumably as they have not opened emails about closure of the Co-op bank account.

Our 3- and 5-year memberships are proving popular, representing 27% and 26% of the membership, respectively, and the vast majority of members appear to be using the online payment and renewal options successfully.

Membership analysis:

Gender: Male 55%, female 44%, other/prefer not to say 1%

Ethnicity: White 82.2%, Black 0.2%, Asian 0.8%, Mixed 2.1%, unknown 14.7%

Age: under 20 10%, 20s 4.6%, 30s 9%, 40s 15.5%, 50s 18.1%, 60s 17.3%, 70s 9.5%, 80s 1.3%, unknown 14.5%

Equality and diversity

EDI policy

Elise Benjamin, lead trustee for equality and diversity, reviewed the Cyclox EDI policy in July and only one small change was necessary, which was the insertion of “religion” in the following bullet point: “treating all people equally and with respect irrespective of their age, ability, gender, race, or social or economic circumstances”

Trustee Training

Annual Trustee Report for the Year Ended 31 August 2023

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Elise Benjamin has been researching equalities and diversity training for trustees and will continue this early next year.

Engaging with Local Communities

Elise Benjamin met with a local Imam to discuss outreach within local Muslim communities. He informed her that one of the Mosques now has a local cycling group and he will put her in touch with them. We discussed how to encourage the take up of cycling and have come up with an initial plan for a family ‘try a bike’ day next year.

Plans for 2024

Support for people who cycle, and want to cycle, in Oxford

Advocacy for improved cycling infrastructure and safety for people who cycle (Vision Zero)

Approved by the Board and signed on its behalf by:

Alison Hill (Chivers), Trustee Date: 18 November 2023

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Annual Trustee Report for the Year Ended 31 August 2023

Financial Statements

for the Financial Year Ending 31 August 2023

Cyclox Charitable Incorporated Organisation (CIO) number 1190137

Table of Contents

Independent Examiner’s Report to the Board of Trustees 3
Statement of Financial Actvites 4
Balance Sheet 4
Notes to the Financial Statements 6
Appendix 1: Income Breakdown by Source and Fund 8
Appendix 2: Expenditure Breakdown by Actvity and Fund 9

2

Independent Examiner’s Report to the Board of Trustees

3

Statement of Financial Activities

Income and expenditure for the period of 1[st] September 2022 – 31[st] August 2023.

Notes 6 7

Further analysis of income and expenditure is in Appendices 1 and 2.

4

Financial Statements for the Year Ended 31 August 2023

Balance Sheet as at 31[st] August 2023.

Fixed Assets Note 31-Aug-23
Tangible Assets 8 £ 753

Current Assets

Stock 9 £ 75
Debtors £ -
Cash - Unity Trust Bank 10 £ 48,784
Cash - PayPal 10 £ -
Cash - SumUp 10 £ -
Cash - Stripe 10 £
-
Cash - Pety Cash £
-
Net Assets £ 49,612

Restricted Funds


Cycle Learner Park 3 £ 1,000
OLS Collaboraton 3 1,350
Sanctuary Wheels 3 £ 1,582
Telraam Cycle Counters 3 & 11 £ 817
Vision Zero 3 £ 11,406
Unrestricted Funds £
General Fund 3 36,082
Stock 3 & 9 £ 75
Total Charity Funds £ 49,612

The Charity Trustees acknowledge their responsibilities for complying with the requirements of the Charities Act 2011 with respect to accounting records and the preperation of accounts.

These accounts have been prepared in accordance with:

In accordance with Charity Commission guidance on the independent examination of charity accounts[3] , Ian Metcalfe has been appointed by the Board of Trustees to provide an independent examination of the FY22/23 accounts.

Approved by the board on 18[th] November 2023 and signed on its behalf by

Alison Hill, Chair of Trustees

1 Charity reportng and accountng: the essentals November 2016 - GOV.UK (www.gov.uk) 2 The Charites Statement of Recommended Practce (SORP) - GOV.UK (www.gov.uk)

3 - Independent examinaton of charity accounts: guidance for trustees GOV.UK (www.gov.uk)

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Financial Statements for the Year Ended 31 August 2023

Notes to the Financial Statements

  1. Accounting Policies - Basis of Preparation. These accounts have been prepared in accordance with:

  2. Charities Statement of Recommended Practice (SORP) (FRS 102), 2[nd] Edition issued on 1 January 2019

  3. Financial Reporting Standard applicable in the UK (FRS 102) • Charities Act 2011.

The charity constitutes a public benefit entity as defined by FRS 102.

  1. Assessment of going concern. The trustees have assessed whether the use of going concern assumption is appropriate in preparing these accounts. The trustees have made this assessment in respect to a period of 1 year from the date of approval of these accounts.

The trustees of the charity have concluded that there are no material uncertainties related to events or conditions that may cast significant doubt on the ability of the charity to continue as a going concern. The trustees are of the opinion that the charity will have sufficient resources to meet its liabilities as they fall due.

  1. Fund accounting policy.

  2. Unrestricted income funds are generally funds that are available for use at the trustees’ discretion in furtherance of the objectives of the charity.

  3. Restricted 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.

A breakdown of income and spending against these funds is at Appendices 1 and 2 respectively.

  1. Taxation. The company is a registered charity and is, therefore, exempt from taxation.

  2. Controlling entity. The charity is controlled by the trustees.

  3. Incoming resources. This includes:

  4. Voluntary income including, gifts, donations, membership subscriptions, sponsorship and grants.

  5. Tax reclaims (gift aid)

  6. Charitable activities income, including sales of goods or services from the charity’s activities.

A breakdown of income is at Appendix 1.

  1. Resources expended. 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.

A breakdown of spending is at Appendix 2.

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Financial Statements for the Year Ended 31 August 2023

  1. Fixed Assets. Cyclox purchased 4 Telraam traffic sensors using a grant from Oxford City Council. The sensors collect multi-modal traffic data. The sensors will be depreciated over 3 years on a straight-line model.

  2. Stock. Stock is valued at the lower of cost and net realisable value, after due regard for obsolete and slow-moving stocks. Net realisable value is based on selling price less anticipated costs to completion and selling costs. Stock largely consists of promotional and informational material (eg maps, flyers, Highway Code guides). Much of the stock is given away at stalls. Approx £16 worth of Highway Code guides were written off after significant changes to the Highway Code made them obsolete.

10. Cash.

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Financial Statements for the Year Ended 31 August 2023

Appendix l.. Income Breakdown by Source and Fund Tolal Cyclg L•arngr Park IRI G•n•ral Fund OLS Collaboratlon $•nctuary Whq•ls IRI Stock (UI Tglraam Cyclg Vllon 2qro IRI Countgr4 IRI Incom• I￿ and Endowmonls Gf8nii 19.377 7.057 10.DJ) Incom8 from ChArilAble ActMUgB 5.590 Incom trom Donalbns and Lty8¢￿& DonBUon# Indfvidual Donallons Membershlp Donilonl 500 Mombershlp Dw8 5.267 5.287 Stsll Domuona 678 528 150 Stsndal(Kt Donalkins 28.e39 8.394 14.020 5.325 Gm Cldmtd Inwme from Olh•r Trgdlno kntlvw 18 18 Olh•i IncomlrrfJ R880urc88 R8lmbursemenl forChorf1obk7 Actmlkry Totsl Incom• 61,083 1,000 11,201 21,977 6,590 840 1B,470

Appendix 2: Expenditure Breakdown by Activity and Fund

Financial Statements for the Year Ended 31 August 2023

9

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