Publication

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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 2020-21 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 2020-21 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

2.1Statement of Authorities

CICS’ authorities currently available for 2020-21 are some $1.53 million lower ($1.5 million voted, $37 thousand statutory) than last fiscal year due to the reduced supply of the Main Estimates. Due to the COVID-19 pandemic and limited sessions in the spring for Parliament to study supply, the Standing Orders of the House of Commons were amended to extend the study period into the fall. CICS is expected to receive full supply for the 2020-21 Main Estimates in December 2020.

2.2Statement of Department Budgetary Expenditures by Standard Object

Year to date operating expenses to June 30, 2020 are approximately $245 thousand lower than for the same period in 2019-20. This decrease is partially attributable to a shift in service delivery of CICS services resulting from the COVID-19 pandemic. In particular, transportation expenditures (commonly employee travel) decreased by $110 thousand due to a complete shift to virtual conferences and teleconferences. Other expenditures have shifted amongst standard objects due to the evolved service delivery model, though these offset in general. Personnel expenditures are also lower due to ongoing vacancies in CICS program delivery division, Conference Services. This has resulted in a reduction of $131 thousand.

Forecasting further reductions in transportation spending over the year due to the pandemic, CICS has prioritized new investments including digitizing the agency’s records to maximize CICS operations while continuing to position the agency for an increasingly digital conferencing landscape.

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 by the end of the first quarter of 2020-21 increased significantly from the same period in 2019-20 (76 versus 46). 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. CICS continues to target greater provincial/territorial representation amongst Conference Services staff to maintain a high level of neutrality and welcome diverse perspective to its service delivery model.

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 web-conferencing and teleconferencing with remote simultaneous interpretation, online registration and online document retrieval. In response to the COVID-19 pandemic, CICS only served conferences by videoconferencing and teleconferencing after mid-March 2020.


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: August 28, 2020 Date: August 28, 2020

      

STATEMENT OF AUTHORITIES (unaudited)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Fiscal year 2020-21

 

Fiscal year 2019-20

(in dollars)

Total available for use for the year ending March 31, 2021*

Used during the quarter ended June 30, 2020

Year to date used at quarter-end

 

Total available for use for the year ending March 31, 2020

Used during the quarter ended June 30, 2019

Year to date used at quarter-end

Vote 1 – Net Operating expenditures

4,148,529

716,766

716,766

 

5,681,372

952,928

952,928

Budgetary Statutory authorities

424,649

106,162

106,162

 

461,945

115,486

115,486

Total Budgetary authorities

4,573,178

822,928

822,928

 

6,143,317

1,068,414

1,068,414

 

 

 

 

 

 

 

 

Total authorities

4,573,178

822,928

822,928

 

6,143,317

1,068,414

1,068,414

 

 

 

 

 

 

 

 

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


Departmental budgetary expenditures by Standard Object (unaudited)

 

 

 

 

 

 

 

 

 

 

 

 

 

Fiscal year 2020-21

 

Fiscal year 2019-20

(in dollars)

Planned expenditures for the year ending March 31, 2021

Expended during the quarter ended June 30, 2020

Year to date used at quarter-end

 

Planned expenditures for the year ending March 31, 2020

Expended during the quarter ended June 30, 2019

Year to date used at quarter-end

Expenditures:

 

 

 

 

 

 

 

Personnel

2,576,586

593,796

593,796

 

3,481,195

724,660

724,660

Transportation and communications

588,750

12,679

12,679

 

785,000

122,653

122,653

Information

19,875

737

737

 

26,500

748

748

Professional and special services

845,775

96,557

96,557

 

1,107,700

140,394

140,394

Rentals

397,500

112,306

112,306

 

550,000

64,083

64,083

Repair and maintenance

9,375

 

12,500

382

382

Utilities, materials and supplies

22,500

 

30,000

2,985

2,985

Acquisition of machinery and equipment

112,500

5,854

5,854

 

150,000

12,161

12,161

Other subsidies and payments

317

999

999

 

422

348

348

 

 

 

 

 

 

 

 

Total net budgetary expenditures

4,573,178

822,928

822,928

 

6,143,317

1,068,414

1,068,414