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 Directive on Accounting Standard.  This report should be read in conjunction with the 2017-18 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 in the planning and conduct of senior level intergovernmental conferences held across Canada. The primary objective of CICS is to relieve client departments of the numerous technical and administrative tasks associated with the planning and conduct of multilateral conferences, thereby enabling participants to concentrate on substantive intergovernmental 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 2017-18 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 2017-18 are some $50 thousand lower than last fiscal year. A reduction of $13 thousand is attributable to a permanent frozen allotment related to professional services, advertising and travel. This government pressure was imposed to all government departments. The employee benefit plan amount was also revised and reduced by $37 thousand due to provincial employees hired by CICS through the interchange program.

2.2 Statement of Department Budgetary Expenditures by Standard Object

The operating expenses are some $28 thousand lower than for the same period in 2016-17. This variation is a combination of a $131 thousand decrease in professional services and a $103 thousand increase in salary charges.  The decrease is attributable to the timing when professional services invoices were received, approved and processed for services rendered in Q1. This reduction will be offset by an increase in Q2, when a higher number of invoices were paid. The primary reason for salary increase is that the Secretariat was invoiced for seconded federal and provincial employees earlier in the year compared to the same period in 2016-17.

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 2017-2018.

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 identify, pilot and implement innovative solutions to meet evolving client needs. Innovative solutions consist of new technologies and process efficiencies that improve service delivery resulting in positive client feedback and efficiencies in operations, the key areas being video-conferencing and teleconferencing with simultaneous interpretation, online registration and online document retrieval.

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

August 25, 2017 August 25, 2017

 

Statement of Authorities (unaudited)

 

Fiscal Year 2017-18
(in dollars) Total available for use for the year ending March 31, 2018 Used during the quarter ended June 30th, 2017 Year to date used at quarter-end
Vote 5 – Net Operating expenditures 5,534,133 754,699 754,699
Budgetary Statuory authorities 390,526 97,632 97,632
Total Budgetary authorities 5,924,659 852,331 852,331
Total authorities 5,924,659 852,331 852,331

 

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

 

Departmental budgetary expenditures by Standard Object (unaudited)

 

Fiscal Year 2017-18
(in dollars) Planned expenditures for the year ending March 31, 2018 Expended during the quarter ended June 30th, 2017 Year to date used at quarter-end
Expenditures:
Personnel 2,877,953 611,818 611,818
Transportation and communications 929,000 70,873 70,873
Information 45,300 0 0
Professional and special services 1,505,900 64,628 64,628
Rentals 366,000 21,691 21,691
Repair and maintenance 29,000 43 43
Utilities, materials and supplies 31,000 11,093 11,093
Acquisition of machinery and equipment 140,000 0 0
Other subsidies and payments 506 72,185 72,185
Total net budgetary expenditures 5,924,659 852,331 852,331

 

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 0 0
Other subsidies and payments 206 35,558 35,558
Total net budgetary expenditures 5,974,970 880,575 880,575