## **Trustees’ Annual Report and Financial Statements for the Year Ended 31 August 2024** **Cyclox** Charitable Incorporated Organisation (CIO) number 1190137 1 Financial Statements for the Year Ended 31 August 2024 ## **Contents** |Reference and Administrative Details|2| |---|---| |Trustees’ Report|4| |1.
Statement of compliance|4| |2.
Structure, Governance and Management|4| |3.
Trustees’ Responsibilities|4| |4.
Objectives and Activities|5| |5.
Progress and achievements|5| |Review of our strategy|5| |Support people who cycle, and want to cycle, in Oxford|5| |a)
Dr Bike sessions and stalls|5| |b)
Kidical Mass|6| |c)
Speaker events|6| |d)
Oxford and Oxfordshire Online Cycling Map|7| |Campaign for improved cycling infrastructure and safety for people who cycle (Vision Zero)|7| |a)
Oxfordshire County Council’s Vision Zero Strategy|7| |b)
Implementing the strategy|7| |c)
Fundraising|8| |d)
Consultations|8| |Communications|8| |Membership|9| |Equality and diversity|9| |6.
Plans for 2025|9| |Support for people who cycle, and want to cycle, in Oxford|9| |Advocacy for improved cycling infrastructure and safety for people who cycle (Vision Zero)|10| This report is accompanied by the Financial Statements for the Financial Year Ending 31 August 2024. ## **Reference and Administrative Details** |Charity name|Cyclox| |---|---| |Charity registration number|1190137| |Registration as a Charitable Incorporated|24thJune 2020| |Organisation|| 2 Financial Statements for the Year Ended 31 August 2024 Registered address 12 Apsley Road Oxford OX2 7QY Website: www.cyclox.org Email: contact@cyclox.org Phone: 07931769484 Trustees Kate Arnold Thurstan Bannister Ian Callaghan Alison Chivers Andy Chivers James Dawton Alison Moore Kathryn McNicoll Beenish Robinson Richard Scrase Yuri Silva Velazquez Ben Sawyer Steve Unwin Jake Backus (retired 21 Nov 2023) Elise Benjamin (resigned 8 Feb 2024 Paul Hayward (resigned 8 Mar 2024) Rose McGovern (resigned 4 July 2024) Honorary secretary Kathryn McNicoll Campaigns Director Lucy Giuliano (resigned in June 2024) Bankers From August 2020 Unity Trust Bank PLC 4 Brindley Place Birmingham B1 2JB 3 Financial Statements for the Year Ended 31 August 2024 ## **Trustees’ Report** The Trustees submit their annual report and financial statements for the year ended 31[st] August 2024. 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. ## **1. 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. ## **2. 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. Lucy Giuliano, campaigns director joined us in July 2023 and resigned in June 2024. ## **3. 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: - Select suitable accounting policies and then apply them consistently - Observe the methods and principles in the Charities Statement of Recommended Practice (SORP) - Make judgements and estimates that are reasonable and prudent - State whether applicable UK accounting standards and statements of recommended practice have been followed, subject to any material departures disclosed and explained in the financial statements - Prepare the financial statements on a going concern basis unless it is inappropriate to presume that the Charity will continue in operation 4 Financial Statements for the Year Ended 31 August 2024 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. ## **4. 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: - (i) The advancement of education - (ii) The promotion of public health - (iii) The promotion of public safety particularly on the highways - (iv) The advancement of environment protection and the prevention and mitigation of climate change 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. ## **5. Progress and achievements** _Note: this report includes some activities that took place in September 2023 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: - Developed the following vision: _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._ - Agreed as a strategy that Cyclox will: - Support people who cycle, and want to cycle, in Oxford - Campaign for improved cycling infrastructure and safety for people who cycle (Vision Zero) - We will develop ways to evaluate our work and measure our impact. ## _**Support people who cycle, and want to cycle, in Oxford**_ ## **a) Dr Bike sessions and stalls** We ran 7 stalls and Dr. Bike sessions this year, going to every festival we could: this year Headington and Eid were not available and no one was available to support Pride. We did 2 sessions at Rose Hill, one for juniors (and parents) and one at the summer festival. The other stalls were at Flofest, West Oxford, Lark Rise and the Canal Festival. Rose Hill is always worthwhile as we feel we are really making a difference there and we are always so welcome there. We also attended the University of Oxford’s Vision Zero event in Radcliffe Square on 10[th] October. 5 Financial Statements for the Year Ended 31 August 2024 Many thanks go to Kathryn McNicoll who has organised stalls for the last 8 years. She has put a huge amount of work and time into making them the success they have been. She is stepping down from the organisational role and handing over next year to new organisers. ## **b) Kidical Mass** We held one Kidical Mass rides this year, on 28[th] April, with xxx riders. Sadly the ride planned for 22[nd] September, aimed to coincide with World Car Free Day and the #SafeStreetsNow annual day of action, had to be cancelled due to bad weather. So many volunteers succeeded in making Kidical Mass such a memorable event. In particular we want to thank Cyclox Trustees, Ian Callaghan and Yuri Silva, and Cyclox member Owen McKnight. We are looking forward to running ‘Kidical Mass’ rides again next year. ## **c) Speaker events** |Date||Speaker and topic|Attendees| |---|---|---|---| |21stNov|In
person|Dr Robert Davis, Chair Road Danger Reduction Forum
Against "Road Safety"|60| |20thFeb|Online|Caz Conneller "Getting women on e-bikes"|40| |13thMar|In
person|Lucy Giuliano and Zuhura Plummer 'Safe streets,
strong communities' Lucy couldn't make it so Kathryn
McNicoll spoke instead|30| |18thApr|Online|Annette Pattinson and Laura Di Giacomo "How
JoyRiders has made more people confident to ride their
bikes"|25| |2ndMay|In
person|Alison Hill at Oxford U3A “Cycling in Oxford”|100| |22thMay|In
person|Zuhua Plummer "Oxford Traffic filters plans"|20| |4thJune|In
person|Alison Hill “Getting more people cycling
Why we need co-production” at the regional meeting of
the Royal Town Planning Institute on Encouraging
Sustainable Transport|50| |18thJun|Online|Emily Cherry and Kate Arnold "How Bikeability works and
itsplans for the future"|30| Once again we had a mix of online and in person talks. We probably reached over 200 people through these, though generally numbers felt down compared to previous years. We continue to try to reach a wider audience with only modest success. Since the AGM we have had exclusively women speakers, and they were mostly young. Our publicity is patchy and can be improved. There is no doubt that the in person meetings are more fun and engaging, but attendance is low and it is difficult to justify the expense of hiring a venue. With trustee changes, there may be a change of emphasis to future Cyclox talks. 6 Financial Statements for the Year Ended 31 August 2024 ## **d) Oxford and Oxfordshire Online Cycling Map** This interactive mapping project was led by Emily Kerr and Robin Tucker. It came out of conversations with children and older cyclists. It shows routes that are car-free, protected or low-traffic, and walking-only. It was developed with the help of lots of people and has proved very helpful for people wanting to find safe routes. As a result of it success it was extended to Oxfordshire with the help of many enthusiast. https://www.cyclox.org/index.php/cycling-maps/ ## _**Campaign for improved cycling infrastructure and safety for people who cycle (Vision Zero)**_ ## **a) Oxfordshire County Council’s Vision Zero Strategy** This year our Vision Zero campaigning has focused on advocacy for Vision Zero with Oxfordshire County Council. The county council involved Cyclox, Oxfordshire Cycling Network, and the London-based charity Action Vision Zero in strategy workshops. In August 2023 the council 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. Many of our comments and those of our members were incorporated into the final draft. The final draft strategy was sent out for consultation in January 2024. We produced a quick response guide for members to use to respond to the VZ consultation. Here is Cyclox’s response to Oxfordshire’s Draft Vision Zero Strategy. Oxfordshire County Council agreed its Vision Zero strategy at the Cabinet meeting on 23[rd] April 2024. Our chair addressed the county council cabinet meeting in support but argued strongly that the target will not be reached without the commitment of the police who have still not adopted it as a strategy. We advocated strongly for creating a differential target for Vision Zero with a target of 2030 for residential areas. Oxfordshire County Council’s Vision Zero strategy included this target. In our response we advocated that it included minimum level 3 Direct Vision Standards in future fleet and contracts, rather than Level 1 proposed. This was accepted (Action SV6). ## **b) Implementing the strategy** Cyclox is a member 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 absence of the police involvement is a major block to delivery of the strategy and Cyclox has joined a national group set up by Action Vision Zero to set up a national campaign on road crime justice. We are also 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. Cyclox continues to argue for all residential roads including city arterial roads to be 20mph. We have made several representations to the county council but currently bus companies are not yet in support. This campaign is ongoing. We continue to work with coalition partners and other organisations to ensure the Central Oxfordshire Travel Plan is implemented. The major component of that plan is traffic filters which sadly have been postponed until late 2025 due to the continued closure of the Botley Road under the railway. 7 Financial Statements for the Year Ended 31 August 2024 Cyclox ran a pilot junction review to Newman Road and Ashurst Way Junction Assessment using our Junction Assessment Tool. We have been undertaking further reviews with the Vision Zero Cycle Safety Group at the County Council. We are currently working with the county council on their proposed Side Road Entry Treatment design. ## **c) 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 2023. Lucy resigned in June 2024 but lead the delivery of our strategy and supporting our communications and partnerships. She was key to our successful fundraising campaign through The Big Give. Our trustee Thurstan Bannister now leads a fundraising subcommittee for the board. ## **d) Consultations** During the year September 2023 to August 2024 our Infrastructure Group has been as usual 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 involved and 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 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. With pressure from Cyclox and CoHSAT the county council is now going to produce a Guide to Co-Production. It will of course be co-produced. ## _**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 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 continued to contribute to a weekly 600-word ‘On My Bike’ column in the _Oxford Mail_ until January this year _._ We have dropped this to once a month since then. 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 and our blog to address 8 Financial Statements for the Year Ended 31 August 2024 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. 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. We are very grateful to Jane Buekett for her editorial support with the website, newsletter and the blog. ## _**Membership**_ ## **Membership Secretary report for Cyclox 2024** Cyclox’s membership currently stands at 580 (compared to 612 last year). We had 48 new members in the last 12 months (compared to 50 in the previous year) and 80 members who did not renew (compared to 132 in the previous year). Our 3 and 5 year memberships continue to be popular, representing 27% and 33% of the membership, respectively, and 86% of members are now paying their renewals online (which makes the renewal administration much less time consuming). Our current Membership categories (all for 1, 3 or 5 years) are: Individual, Household (for up to 5 people at the same address) and Concessionary (for those who are unwaged (including students in full-time education) and members of affiliated clubs and groups (currently the Cowley Road Condors, VC Jericho, Oxonian CC & The Oxford Cycling Club). NB The retired may choose whichever category they consider best suits their circumstances. Membership analysis (previous year figures in brackets) – overall very little change Gender: Male 55% (55%), female 43% (44%), 2% unknown. Ethnicity: White 83.4% (82.2%), Black 0.2% (0.2%), Asian 0.9% (0.8%), Mixed 2.6% (2.1%), unknown 12.9%. ## _**Equality and diversity**_ ## _**EDI policy**_ Elise Benjamin, lead trustee for equality and diversity, resigned earlier this year and we have not updated the EDI policy since she left. Our new EDI lead is …….. We have made progress with diversifying the gender of our board of trustees. As of 31st August we had 13 trustees of whom 6 were female. At the AGM in November 2024 we had 11 trustees of whom 5 were female. We have one Asian board member. ## **6. Plans for 2025** These are not yet finalised and the new chair and new staff once in post will want to influence them. ## _**Support for people who cycle, and want to cycle, in Oxford**_ - We will continue to offer Dr Bike sessions especially in communities where there is a lower uptake of cycling. - We will run two Kidical Mass rides in April and September - We will be holding regular events, both online and in person, both local and city-wide. - We will continue to run stalls at festivals over the summer months and over the winter we will be updating the materials and merchandise for these stalls. 9 Financial Statements for the Year Ended 31 August 2024 ## _**Advocacy for improved cycling infrastructure and safety for people who cycle (Vision Zero)**_ - The major focus of our work will be our Safe Roads for All campaign. We will continue to build a coalition of organisations across the city to increase the impact of our advocacy work with the county council, in particular on 20mph speed limits and direct vision standards. - Our members have expressed a wish for greater involvement in our activities and, depending on their skills, experience, and interests, we intend to involve them as volunteers in consultations, supporting publications, developing more local champions who are the eyes and ears of their local communities. - We will continue to respond to consultations with the aim to influence schemes early in their development. We will continue to work with the county council to develop methods of coproduction. Our infrastructure advocacy includes informing our members about upcoming consultations: why they are important and how they can take action. Approved by the Board and signed on its behalf by: Alison Hill (Chivers), Trustee Date: xxxx **Independent Examiner’s report to the trustees of Cyclox** 10 Financial Statements for the Year Ended 31 August 2024 Independent Examlner s report to the trustees of C￿l0X Forthe year ended 31st August. 2024 I report on the Financial Ststementsof thecharityfor theyeèi ended 31st A￿u$l2024. These comprise the staternentof Financial Acbvthes. A55et5and ￿abIl￿e55taternenl. Notes 1 tt19tothe Financ￿11 5tstements and Appendix l- Fund Movementsummary. Resffte rewslbnkfjesoftsusteesand Ihe Indeputh examlner The charitysirustees are responsible for the prepararion of thefin3￿a1 statemenLS.The charrty'5 trustees consider that an audit 15 notrequired forthisyear under 5ectsan 144121 of thEChattbEsAct 2011 (the 2011 Actl andthat an Independent examinaih)n is needed. • examinethefinèncièl statements under section 145of iThe 2011AcL" • follow the prO￿dureS laid down in thegeneral dire£trJnsgiven bythecharity CornmiSSkXI undersethon 14515llbl of the 2011 Act.. and . 5tatewhetherp3rticu13r rnatter5h3ve tameto nryattentian_ B45159f the independenteNaminerf5 repwt My examination was Girried out in actordancewith the genetal direcrionsgiven bythe CharityCommi55ion. An exdminddon Includes d reviewol the accounting records kept by Ihe thanty and d tomparison of the financial staternents presented withthase record￿ inilude5 considEf3tian af anyunu5u31 rtemsordi5c105ure5 In the finèncièl Statements. and seeking eX￿ar￿onSfrorn you asIn￿lee5C0n￿rnI￿ any Such matters. The prc 1 - Charity reporting and accounting: the essentials November 2016 GOV.UK (www.gov.uk) > 2 - The Charities Statement of Recommended Practice (SORP) GOV.UK (www.gov.uk) > 3 - Independent examination of charity accounts: guidance for trustees GOV.UK (www.gov.uk) 15 Financial Statements for the Year Ended 31 August 2024 ## **Notes to the Financial Statements** 1. Accounting Policies - Basis of Preparation. These accounts have been prepared in accordance with: - Charities Statement of Recommended Practice (SORP) (FRS 102), 2[nd] Edition issued on 1 January 2019 - Financial Reporting Standard applicable in the UK (FRS 102) - Charities Act 2011. The charity constitutes a public benefit entity as defined by FRS 102. Starting from 1 August 2023, Cyclox has opted to move from an accuals account to a receipts and payments account. Receipts and payments accounts are a simpler accounting option for smaller charities (gross income less than £250k). The main difference is that movement of money is reported when it occurred, not when the cost was incurred. Also, the requirement for a balance sheet is replaced by a simpler asset and liability statement. As part of the transfer to receipts and payments accounting, we have reviewed our assets and asset management policy. In the future, only significant physical assets (worth more than £500) will be documented in the Asset & Liability statement. The stock and tangible assets (Telraams Counters) documented in the FY 22/23 balance sheet fall below this threshold. 2. 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. 3. Fund accounting policy. - **Unrestricted** income funds are generally funds that are available for use at the trustees’ discretion in furtherance of the objectives of the charity. - **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. 4. Taxation. The company is a registered charity and is, therefore, exempt from taxation. 5. Controlling entity. The charity is controlled by the trustees. 6. Incoming resources. This includes: - Voluntary income including, gifts, donations, membership subscriptions, sponsorship and grants. - Tax reclaims (gift aid) - Charitable activities income, including sales of goods or services from the charity’s activities. 16 Financial Statements for the Year Ended 31 August 2024 7. **Support expenditure** . Support would normally be predominantly expenditure to run the charity. It is disproportionately high this year because a significant amount of our Campaign Director’s billed time was spent in meetings advocating for Vision Zero and other Cyclox charitable aims. Historically attending meetings has been categorized as a support activity. For next FY we will split out meeting attendance by type of meeting i.e. billed to support or to charitable activities. 8. 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. ## 9. Cash. - Unity Trust Bank (UTB) is our main bank account. - PayPal is predominantly used to receive membership payments. Cash is periodically transferred to the UTB account. - SumUp is used to collect donations at stalls and events. Cash is automatically transferred to UTB monthly. 17 Financial Statements for the Year Ended 31 August 2024 cyclox cyclox Appendix I: Fund Movement Summary Exr￿d￿ Cycle Leamw Pa￿ IRestWdl CWlJoNJti¢n IRestrKteJi 5anCtuaryWheeis IReSlrti¢di Teiraèth Cyc* IRe#ithdi oDZpro IRethrttdl I.0￿00 .1.350.00 O.DD 1.350.D 1.5BI 71 I.OQQ DD 11.405.65 4,383.39 Wwkplè¢ÈCy¢iiw IRtttrtttdl Dr 8ike I￿￿￿￿e￿I 000 loyRide￿ Collabllration (Restnctedl TOTAL O.DD 3D 50 31B.SO