Publication

Statement outlining results, risks and significant changes in operations, personnel and program

1. Introduction

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.

Basis of Presentation

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.

2. Highlights of fiscal quarter and fiscal year to date (YTD) results

2.1 Statement of Authorities

CICS’ authorities available for 2015-16 did not significantly vary from 2014-15.

2.2 Statement of Department Budgetary Expenditures by Standard Object

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.

3. Risks and Uncertainties

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.

4. Significant changes in relation to operations, personnel and program

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:

____________________
André M. McArdle
Secretary
Ottawa, Canada
Date: February 25th, 2016
_____________________
Brian J. Berry, FCPA, FCMA
Assistant Secretary and Chief Financial Officer
Ottawa, Canada
Date: February 25th, 2016

Statement of Authorities (unaudited)

Fiscal Year 2015-16
(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
Total authorities 6,225,989 1,060,038 3,350,060
Fiscal Year 2014-15
(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
Total authorities 6,238,892 1,417,067 3,826,025

Departmental budgetary expenditures by Standard Object (unaudited)

Fiscal Year 2015-16
(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
Expenditures:
Personnel 2,905,315 618,349 1,947,638
Transportation and communications 904,000 141,405 444,230
Information 18,000 300 1,580
Professional and special services 1,731,948 294,509 675,270
Rentals 535,000 48,474 241,163
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
Fiscal year 2014-15
(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
Expenditures:
Personnel 2,882,175 719,524 2,066,100
Transportation and communications 1,115,000 169,140 504,626
Information 45,000 1,035 2,754
Professional and special services 1,508,217 399,223 817,565
Rentals 410,000 121,199 291,866
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