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 (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 2016-17 are some $270 thousand lower because the operating budget carry forward is not yet known as at the date of preparation for these quarterly financial statements. The Secretariat fully expects to receive the operating budget carry forward in the near future and will be reflected in the September 30, 2016, quarterly financial statements.

2.2 Statement of Department Budgetary Expenditures by Standard Object

The operating expenses are some $81 thousand lower than for the same period in 2015-16. The primary reason is that the Secretariat has not been invoiced for seconded federal and provincial employees. In addition there were four additional conferences held outside the National Capital Region, primarily in British Columbia. This resulted in greater costs associated with professional and special services (translation and interpretation services). These increases were offset slightly by rental costs.

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 2016-2017.

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


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

August 26, 2016 August 26, 2016

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 June 30th, 2016 Year to date used at quarter-end
Vote 5 – Net Operating expenditures 5,547,133 773,616 773,616
Budgetary Statuory authorities 427,837 106,959 106,959
Total Budgetary authorities 5,974,970 880,575 880,575
Total authorities 5,974,970 880,575 880,575
Fiscal Year 2015-16
(in dollars) Total available for use for the year ending March 31, 2016 Used during the quarter ended June 30th, 2015 Year to date used at quarter-end
Vote 5 – Net Operating expenditures 5,827,101 857,416 857,416
Budgetary Statuory 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

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 June 30th, 2016 Year to date used at quarter-end
Expenditures:
Personnel 2,915,264 508,729 508,729
Transportation and communications 920,000 128,983 128,983
Information 13,500 316 316
Professional and special services 1,408,700 184,129 184,129
Rentals 530,000 17,924 17,924
Repair and maintenance 22,500 1,158 1,158
Utilities, materials and supplies 34,800 3,778 3,778
Acquisition of machinery and equipment 130,000
Other subsidies and payments 206 35,558 35,558
Total net budgetary expenditures 5,974,970 880,575 880,575
Fiscal year 2015-16
(in dollars) Planned expenditures for the year ending March 31, 2016 Expended during the quarter ended June 30th, 2015 Year to date used at quarter-end
Expenditures:
Personnel 2,905,315 611,546 611,546
Transportation and communications 904,000 122,836 122,836
Information 18,000 780 780
Professional and special services 1,750,948 147,639 147,639
Rentals 535,000 60,208 60,208
Repair and maintenance 12,000 5,455 5,455
Utilities, materials and supplies 39,500 8,697 8,697
Acquisition of machinery and equipment 80,000 3,485 3,485
Other subsidies and payments 226 1,242 1,242
Total net budgetary expenditures 6,244,989 961,888 961,888