This quarterly report has been prepared by management as required by section 65.1 of the Financial Administration Act and in the form and manner prescribed by the Treasury Board Accounting Standard 1.3. This report should be read in conjunction with the 2015-16 Main Estimates (and as applicable – Supplementary Estimates and previous quarterly reports for the current year) as well as Canada’s Economic Action Plan 2012 (Budget 2012).
The mandate of the Canadian Intergovernmental Conference Secretariat (CICS) is to support federal, provincial and territorial governments by providing conference support services for the planning and conduct of senior level intergovernmental conferences held across Canada. The primary objective of CICS is to relieve client departments in virtually every major sector of intergovernmental activity of the numerous technical and administrative tasks associated with multilateral conferences, thereby enabling conference participants to concentrate on the substantive policy issues. CICS provides continuous, effective, impartial administrative services to these meetings.
This quarterly report has not been subject to an external audit or review.
This quarterly report has been prepared by management using an expenditure basis of accounting. The accompanying Statement of Authorities includes the department’s spending authorities granted by Parliament and those used by the department consistent with the 2015-16 Main Estimates and Supplementary Estimates. This quarterly report has been prepared using a special purpose financial framework designed to meet financial information needs with respect to the use of spending authorities.
The authority of Parliament is required before moneys can be spent by the Government. Approvals are given in the form of annually approved limits through appropriation acts or through legislation in the form of statutory spending authority for specific purposes.
As part of the departmental performance reporting process, CICS prepares its annual departmental financial statements on a full accrual basis in accordance with Treasury Board accounting policies, which are based on Canadian generally accepted accounting principles for the public sector. However, the spending authorities voted by Parliament remain on an expenditure basis.
CICS’ authorities available for 2015-16 did not significantly vary from 2014-15.
Total budgetary expenditures to December 31, 2015 are some $475 thousand lower than for the first 9 months of 2014-15. Even though there were more Federal-Provincial Territorial events and conferences held to December 31, 2015 than for the same period in 2014-15, more conferences were conducted through virtual video conferencing and teleconferencing. In addition there were more face to face conferences held in the National Capital region than for the same period in the previous year. This resulted in greater cost efficiencies reflected by lower travel, translation, interpretation and rental costs. We anticipate that costs will increase over the final quarter due to a larger number of conferences than forecast including the First Ministers’ Meeting scheduled for March 2016.
The current challenges facing the Secretariat consist of managing a number of key personnel departures, maintaining an appropriate arm’s length relationship with Central Agencies and managing financial resources effectively in order to uphold quality service levels.
The Secretariat’s program and service delivery model continues to evolve to meet stakeholder needs and expectations. Even though intergovernmental meetings are on the rise, it continues to be a time of fiscal restraint for our federal, provincial and territorial partners. The integration of new technologies and the expansion of services has allowed for increased collaboration and offered more flexibility to clients.
The agency’s mandate and sole program is to manage senior level intergovernmental conference activities undertaken by federal, provincial and territorial governments and their respective departmental organizations. The Secretariat serves all 14 jurisdictions equally and thus, must ensure that its services remain pertinent, confidential and impartial to all clients.
In response to the evolving needs of clients, the Conference Services Division, as in previous fiscal periods, continues to integrate new technologies into service delivery processes and day-to-day operations.
Approval by Senior Officials
The paper version was approved and signed by:
|(in dollars)||Total available for use for the year ending March 31, 2016||Used during the quarter ended December 31, 2015||Year to date used at quarter-end|
|Vote 5 – Net Operating expenditures||5,808,101||955,566||3,036,644|
|Budgetary Statuory authorities||417,888||104,472||313,416|
|Total Budgetary authorities||6,225,989||1,060,038||3,350,060|
|(in dollars)||Total available for use for the year ending March 31, 2015||Used during the quarter ended December 31, 2014||Year to date used at quarter-end|
|Vote 5 – Net Operating expenditures||5,830,687||1,315,016||3,519,871|
|Budgetary Statuory authorities||408,205||102,051||306,154|
|Total Budgetary authorities||6,238,892||1,417,067||3,826,025|
|(in dollars)||Planned expenditures for the year ending March 31, 2016||Expended during the quarter ended December 31, 2015||Year to date used at quarter-end|
|Transportation and communications||904,000||141,405||444,230|
|Professional and special services||1,731,948||294,509||675,270|
|Repair and maintenance||12,000||4,256||10,056|
|Utilities, materials and supplies||39,500||3,979||13,066|
|Acquisition of machinery and equipment||80,000||2,886||8,407|
|Other subsidies and payments||226||(54,120)||8,650|
|Total net budgetary expenditures||6,225,989||1,060,038||3,350,060|
|(in dollars)||Planned expenditures for the year ending March 31, 2015||Expended during the quarter ended December 31, 2014||Year to date used at quarter-end|
|Transportation and communications||1,115,000||169,140||504,626|
|Professional and special services||1,508,217||399,223||817,565|
|Repair and maintenance||11,000||464||999|
|Utilities, materials and supplies||58,000||3,244||7,184|
|Acquisition of machinery and equipment||209,000||6,735||7,516|
|Other subsidies and payments||500||(3,496)||127,416|
|Total net budgetary expenditures||6,238,892||1,417,068||3,826,026|