Publication

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

Erratum

Date: October 30, 2018
Location: Departmental budgetary expenditures by Standard Object (unaudited), Planned expenditures for the year ending March 31, 2018, Transportation and Communications.
Revision: “Transportation and Communications – $929,000” replaces “Transportation and Communications – $920,000”.
Rationale for the revision: Original amount reported was not correct.

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 2018-19 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 2018-19 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 2018-19 are some $46 thousand higher than last fiscal year. An increase of $51 thousand in funding is attributable to new collective bargaining obligations.  The employee benefit plan amount was also revised and reduced by $5 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 $33 thousand lower than for the same period in 2017-18. This variation is due to vacant positions and unplanned employees’ departures. It is expected that most of these vacancies will be staffed by the end of Q2.

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.  The number of conferences and meetings during the first quarter of 2018-2019 is about the same than for the same period in 2017-18. CICS does not convene intergovernmental meetings. It is called upon to respond to decisions taken by governments to meet on key national or specific issues. Decisions concerning the location of such meetings, their number in a given fiscal year, their timing and duration, are all factors beyond the control of the Secretariat.

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

Date: August 2nd, 2018 Date: August 2nd, 2018

 

Statement of Authorities (unaudited)

 

Fiscal Year 2018-19
(in dollars) Total available for use for the year ending March 31, 2019 Used during the quarter ended June 30, 2018 Year to date used at quarter-end
Vote 1 – Net Operating expenditures 5,585,223 721,359 721,359
Budgetary Statutory authorities 385,855 96,464 96,464
Total Budgetary authorities 5,971,078 817,823 817,823
Total authorities 5,971,078 817,823 817,823

 

Fiscal Year 2017-18
(in dollars) Total available for use for the year ending March 31, 2018 Used during the quarter ended June 30, 2017 Year to date used at quarter-end
Vote 1 – Net Operating expenditures 5,534,133 754,699 754,699
Budgetary Statutory 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

 

Departmental budgetary expenditures by Standard Object (unaudited)

 

Fiscal Year 2018-19
(in dollars) Planned expenditures for the year ending March 31, 2019 Expended during the quarter ended June 30, 2018 Year to date used at quarter-end
Expenditures:
Personnel 2,924,372 577,824 577,824
Transportation and communications 929,000 71,756 71,756
Information 45,300 300 300
Professional and special services 1,405,900 52,322 52,322
Rentals 466,000 39,719 39,719
Repair and maintenance 29,000 4,525 4,525
Utilities, materials and supplies 31,000 111 111
Acquisition of machinery and equipment 140,000 4,411 4,411
Other subsidies and payments 506 66,855 66,855
Total net budgetary expenditures 5,971,078 817,823 817,823

 

Fiscal year 2017-18
(in dollars) Planned expenditures for the year ending March 31, 2018 Expended during the quarter ended June 30, 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
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
Other subsidies and payments 506 72,185 72,185
Total net budgetary expenditures 5,924,659 852,331 852,331