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 2022-23 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, and 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 2022-23 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

The trend of increased demand for in-person conferences continued during the third quarter of this fiscal year, which significantly increased conference related expenses, when comparing to the previous fiscal year. Year to date, CICS served 52 in-person conferences and 35 videoconferences, compared to 3 in-person conferences, 101 videoconferences and 9 teleconferences during the same period of 2021-22.

2.1Statement of Authorities

CICS’ authorities available for 2022-23 are approximately $92.3 thousand higher ($83.8 thousand voted, $8.5 thousand statutory) than the prior fiscal year, due to multi-year funding for collective bargaining obligations.

2.2Statement of Department Budgetary Expenditures by Standard Object

Year to date operating expenses to December 31, 2022 are $4.4 million, approximately $989 thousand higher than for the same period in 2021-22. This increase is largely attributable to the following factors:

–Transportation and communications: an increase of $532 thousand for travel costs and the shipping of equipment related to the return to in-person conferences;

–Rentals: an increase of $179 thousand for the rental of audio-visual equipment related to the return to in-person conferences;

–Personnel: an increase of $318 thousand due to the staffing of previously vacant positions.

3.Risks and Uncertainties

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. CICS continues to develop and use forecasting tools to estimate costs and plan for conferences as requests are received. With a shift back towards in-person conferences after over two years of serving mostly virtual conferences, and inflationary increases in costs, there are increased uncertainties with forecasting conference activities and their related costs. These factors may impact our ability to ensure sufficient resources to support the level of demand for conferences.

As a micro agency, the organization is at risk of losing key personnel and experiencing vacancies in key roles. CICS continues to target greater provincial/territorial representation amongst Conference Services staff to maintain a high level of neutrality and welcome diverse perspectives to its service delivery model.

4.Significant changes in relation to operations, personnel and program

During the third quarter of this fiscal year, CICS served several in-person conferences, a trend expected to continue as we navigate the new post-pandemic environment. In response to the evolving needs of clients, the agency continues to identify, pilot and implement innovative solutions for conference offerings. 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 of innovative solutions include continuing to encourage web-conferencing, remote simultaneous interpretation, online registration and online document retrieval.

Approval by Senior Officials

*Includes only Authorities available for use and granted by Parliament at quarter-end.

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