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 2016-17 Main Estimates (and as applicable – Supplementary Estimates and previous quarterly reports for the current year).

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 2016-17 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 2016-17 did not significantly vary from 2015-16.

2.2 Statement of Department Budgetary Expenditures by Standard Object

Total budgetary expenditures to December 31, 2016 are some $344 thousand higher to those recorded in the third quarter of 2015-16. This can be explained by the First Ministers meeting held at the beginning of December and by the overall increase of supported conferences. As of December 31, 2016, we provided our services to 119 conferences this fiscal year, compared with 81 for the same period in 2015-2016. This difference represent a 47% increase.

3. Risks and Uncertainties

Our program mandate is to provide administrative services for the planning and conduct of First Ministers, Ministers and Deputy Ministers level federal-provincial-territorial and provincial-territorial conferences. There has been an increase in the number of conferences and meetings over the last three fiscal periods. If this trend continues, the Secretariat may have to adjust the level of services it provides to conferences to keep expenditures within the current funding level.

Like many other departments and agencies, CICS is facing a critical demographic issue as we enter a phase where a significant number of our personnel are or will be eligible for retirement. Sustained efforts will be exerted to keep our employees for a reasonable period of time by creating an environment conducive to career development and job satisfaction.

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

In response to the evolving needs of clients, the Conference Services Division, as in the previous fiscal period, continues to transform its service delivery model to encompass video-conferencing and other new technologies.

Approval by Senior Officials

The paper version was approved and signed by:


Original signed by:

André M. McArdle
Secretary,
Ottawa, Canada


Original signed by:

Brian J. Berry, FCPA, FCMA
Assistant Secretary and Chief Financial Officer
Ottawa, Canada

February 3, 2017 February 6, 2017

 

Statement of Authorities (unaudited)

 

Fiscal Year 2016-17
(in dollars) Total available for use for the year ending March 31, 2017 Used during the quarter ended December 31, 2016 Year to date used at quarter-end
Vote 5 – Net Operating expenditures 5,811,616 1,256,341 3,373,279
Budgetary Statuory authorities 427,837 106,959 320,878
Total Budgetary authorities 6,239,453 1,363,300 3,694,157
Total authorities 6,239,453 1,363,300 3,694,157

 

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

Departmental budgetary expenditures by Standard Object (unaudited)

 

Fiscal Year 2016-17
(in dollars) Planned expenditures for the year ending March 31, 2017 Expended during the quarter ended December 31, 2016 Year to date used at quarter-end
Expenditures:
Personnel 2,915,264 737,289 2,016,505
Transportation and communications 920,000 175,052 540,831
Information 113,500 972 1,488
Professional and special services 1,573,183 381,976 906,386
Rentals 530,000 37,846 97,417
Repair and maintenance 22,500 0 1,533
Utilities, materials and supplies 34,800 4,115 20,725
Acquisition of machinery and equipment 130,000 10,334 43,297
Other subsidies and payments 206 15,716 65,975
Total net budgetary expenditures 6,239,453 1,363,300 3,694,157

 

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