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 Standards.  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.

2.2 Statement of Department Budgetary Expenditures by Standard Object

Year to date operating expenses to September 30, 2018 are some $161 thousand higher than for the same period in 2017-18. This variation is a combination of a $181 thousand decrease in salary charges and a $342 thousand increase in rentals, transportation, professional and special services. This increase is explained by the timing when rental and professional services invoices were received, approved and processed for services rendered in Q1 and Q2 was better than for the same period in 2017-18. The primary reason for the salary decrease is due to vacant positions and unplanned employees’ departures. It is expected that most of these vacancies will be staffed by the end of Q3.

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 second 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. 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


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:  November 19, 2018 Date:  November 19, 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 September 30th, 2018 Year to date used at quarter-end
Vote 1 – Net Operating expenditures 5,861,930 1,494,278 2,215,637
Budgetary Statutory authorities 385,855 96,463 192,927
Total Budgetary authorities 6,247,785 1,590,741 2,408,564
Total authorities 6,247,785 1,590,741 2,408,564

 

Fiscal Year 2017-18
(in dollars) Total available for use for the year ending March 31, 2018 Used during the quarter ended September 30th, 2017 Year to date used at quarter-end
Vote 1 – Net Operating expenditures 5,811,490 1,297,934 2,052,634
Budgetary Statutory authorities 390,526 97,632 195,263
Total Budgetary authorities 6,202,016 1,395,566 2,247,897
Total authorities 6,202,016 1,395,566 2,247,897

 

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 September 30th, 2018 Year to date used at quarter-end
Expenditures:
Personnel 2,924,372 693,169 1,270,993
Transportation and communications 929,000 266,222 337,978
Information 45,300 4,936 5,236
Professional and special services 1,682,607 413,898 466,220
Rentals 466,000 178,628 218,347
Repair and maintenance 29,000 16,787 21,312
Utilities, materials and supplies 31,000 8,929 9,040
Acquisition of machinery and equipment 140,000 11,597 16,008
Other subsidies and payments 506 -3,425 63,430
Total net budgetary expenditures 6,247,785 1,590,741 2,408,564

 

Fiscal year 2017-18
(in dollars) Planned expenditures for the year ending March 31, 2018 Expended during the quarter ended Spetember 30th, 2017 Year to date used at quarter-end
Expenditures:
Personnel 2,877,953 840,253 1,452,071
Transportation and communications 929,000 197,367 268,240
Information 145,300 972 972
Professional and special services 1,683,257 261,485 326,113
Rentals 366,000 30,262 51,953
Repair and maintenance 29,000 6,479 6,522
Utilities, materials and supplies 31,000 384 11,477
Acquisition of machinery and equipment 140,000 2,257 2,257
Other subsidies and payments 506 56,107 128,292
Total net budgetary expenditures 6,202,016 1,395,566 2,247,897