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. 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 2016-17 did not significantly vary from 2015-16.

2.2 Statement of Department Budgetary Expenditures by Standard Object

Year to date expenditures to September 30, 2016 are slightly higher (approximately $41K) than at the same time last year. There is a variation between Professional and special services and Rental resulting from a change in our chart of account definition. There is approximately a $10 thousand increase between the total of the two accounts when added together.

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.

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.

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

November 7, 2016 November 7, 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 September 30th, 2016 Year to date used at quarter-end
Vote 5 – Net Operating expenditures 5,824,616 1,343,323 2,116,939
Budgetary Statuory authorities 427,837 106,959 213,919
Total Budgetary authorities 6,252,453 1,450,282 2,330,857
Total authorities 6,252,453 1,450,282 2,330,857

 

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

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 September 30th, 2016 Year to date used at quarter-end
Expenditures:
Personnel 2,915,264 770,487 1,279,216
Transportation and communications 920,000 236,796 365,779
Information 113,500 200 516
Professional and special services 1,586,183 340,281 524,410
Rentals 530,000 41,647 59,571
Repair and maintenance 22,500 375 1,533
Utilities, materials and supplies 34,800 12,832 16,610
Acquisition of machinery and equipment 130,000 32,963 32,963
Other subsidies and payments 206 14,701 50,259
Total net budgetary expenditures 6,252,453 1,450,282 2,330,857

 

Fiscal year 2015-16
(in dollars) Planned expenditures for the year ending March 31, 2016 Expended during the quarter ended Spetember 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