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) as well as Canada’s Economic Action Plan 2012 (Budget 2012).

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.  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 2015-16 did not significantly vary from 2014-15.

2.2 Statement of Department Budgetary Expenditures by Standard Object

Total budgetary expenditures to September 30, 2015 are similar to those recorded in the second quarter of 2014-15 with the exception made of the transition payment of some $63 thousand for implementing salary payment in arrears by the Government of Canada in 2014-15.

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.

5. Budget 2012 Implementation

This section provides an overview of the savings measures announced in Budget 2012 that were implemented in order to refocus government and programs; make it easier for Canadians and business to deal with their government; and to modernize and reduce the back office operations.

In 2015-16, the final year of Budget 2012 implementation, the Secretariat has achieved and will continue to achieve ongoing savings of approximately of $0.7 million. This has been, and will continue to be, accomplished through efficiency measures and program reductions that align resources to the core mandate, scaling back where the need is reduced; transforming operations internally; and by consolidating and streamlining.  With these changes the CICS will focus on supporting management excellence and accountability across government.

CICS has realigned its three year Strategic Plan with the Budget decisions and continues to develop and implement processes to support the necessary transformation of CICS. CICS has been striving to transform its corporate and service delivery model and recent events have emphasized the importance of continuing, even accelerating these efforts.

Approval by Senior Officials

The paper version was approved and signed by:

____________________
André M. McArdle
Secretary
Ottawa, Canada
Date: November 13, 2015
_____________________
Brian J. Berry, FCPA, FCMA
Assistant Secretary and Chief Financial Officer
Ottawa, Canada
Date: November 13, 2015

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
September 30th, 2015
Year to date
used at
quarter-end
Vote 5 – Net Operating expenditures 5,827,101 1,223,662 2,081,078
Budgetary Statuory authorities 417,888 104,472 208,944
Total Budgetary authorities 6,244,989 1,328,134 2,290,022
Total authorities 6,244,989 1,328,134 2,290,022
Fiscal year 2014-15
(in dollars) Total available for
use for the year
ending
March 31, 2015*
Used during the
quarter ended
September 30th,
2014
Year to date
used at
quarter-end
Vote 5 – Net Operating expenditures 5,818,385 1,304,503 2,204,855
Budgetary Statuory authorities 408,205 102,051 204,103
Total Budgetary authorities 6,226,590 1,406,554 2,408,958
Total authorities 6,226,590 1,406,554 2,408,958

* 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
September 30th, 2015
Year to date
used at
quarter-end
Expenditures:
Personnel 2,905,315 717,743 1,329,289
Transportation and communications 904,000 179,989 302,825
Information 18,000 500 1,280
Professional and special services 1,750,948 233,122 380,761
Rentals 535,000 132,481 192,689
Repair and maintenance 12,000 345 5,800
Utilities, materials and supplies 39,500 390 9,087
Acquisition of machinery and equipment 80,000 2,036 5,521
Other subsidies and payments 226 61,528 62,770
Total net budgetary expenditures 6,244,989 1,328,134 2,290,022
Fiscal year 2014-15
(in dollars) Planned expenditures
for the year ending
March 31, 2015
Expended during the
quarter ended
Spetember 30th, 2014
Year to date
used at
quarter-end
Expenditures:
Personnel 2,882,175 639,580 1,346,576
Transportation and communications 1,115,000 274,741 335,486
Information 45,000 1,719 1,719
Professional and special services 1,495,915 295,252 418,342
Rentals 410,000 129,827 170,667
Repair and maintenance 11,000 535 535
Utilities, materials and supplies 58,000 1,273 3,940
Acquisition of machinery and equipment 209,000 101 781
Other subsidies and payments 500 63,526 130,912
Total net budgetary expenditures 6,226,590 1,406,554 2,408,958