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).

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 (as applicable). This quarterly report has been prepared using a special purpose financial reporting 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 are approximately the same as in the previous fiscal period.

2.2 Statement of Department Budgetary Expenditures by Standard Object

More conferences were held in remote regions during the first quarter of 2015-16 than the same quarter in the previous fiscal period. This resulted in greater costs associated with travel and accommodations for personnel as well increased professional and special services and rental costs. If you remove the one-time non-recurring transition payment of some $63 thousand made during the first quarter of 2014-15 for implementing salary payments in arrears, the total operating expenditures were $125 thousand or 15% higher for the period ended June 30, 2015.

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 during the first quarter of 2015-16.

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. Plans are in place to ensure as seamless a transition of knowledge as possible.

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
Date:
_____________________
ORIGINAL SIGNED BY
Brian J. Berry, FCPA, FCMA
Assistant Secretary and Chief Financial Officer
Ottawa, Canada
Date:

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
June 30, 2015
Year to date used
at quarter-end
Vote 5 – Net Operating expenditures 5,827,101 857,416 857,416
Budgetary statutory authorities 417,888 104,472 104,472
Total Budgetary authorities 6,244,989 961,888 961,888
Total authorities 6,244,989 961,888 961,888
Fiscal year 2014-15
(in dollars) Total available for use
for the year ending
March 31, 2015 *
Used during the
quarter ended
June 30, 2014
Year to date used
at quarter-end
Vote 5 – Net Operating expenditures 5,830,687 798,301 798,301
Budgetary statutory authorities 408,205 102,051 102,051
Total Budgetary authorities 6,238,892 900,352 900,352
Total authorities 6,238,892 900,352 900,352

* Includes only Authorities available for use and granted by Parliament at quarter end.

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
June 30, 2015
Year to date
used at
quarter-end
Expenditures:
Personnel 2,905,315 611,546 611,546
Professional and Special Services 1,750,948 147,639 147,639
Transportation and Communications 904,000 122,836 122,836
Rentals 535,000 60,208 60,208
Acquisition of Machinery and Equipment 80,000 3,485 3,485
Utilities, Materials and Supplies 39,500 8,697 8,697
Repair and Maintenance 12,000 5,455 5,455
Other Subsidies and Payments 226 1,242 1,242
Information 18,000 780 780
Total net budgetary expenditures 6,244,989 961,888 961,888
Fiscal year 2014-15
(in dollars) Planned expenditures
for the year ending
March 31, 2015
Expended during
the quarter ended
June 30, 2014
Year to date
used at
quarter-end
Expenditures:
Personnel 2,882,175 604,944 604,944
Professional and Special Services 1,508,217 123,090 123,090
Transportation and Communications 1,115,000 60,745 60,745
Rentals 410,000 40,840 40,840
Acquisition of Machinery and Equipment 209,000 680 680
Utilities, Materials and Supplies 58,000 2,667 2,667
Repair and Maintenance 11,000 0 0
Other Subsidies and Payments 500 67,386 67,386
Information 45,000 0 0
Total net budgetary expenditures 6,238,892 900,352 900,352