For the Year Ended March 31, 2017
Canadian Intergovernmental Conference Secretariat
Statement of Management Responsibility Including Internal Control over
Financial Reporting
Responsibility for the integrity and objectivity of the accompanying financial statements for the year ended March 31, 2017 and all information contained in these statements rests with the management of the Canadian Intergovernmental Conference Secretariat (CICS). These financial statements have been prepared by management using the Government’s accounting policies, which are based on Canadian public sector accounting standards.
Management is responsible for the integrity and objectivity of the information in these financial statements. Some of the information in the financial statements is based on management’s best estimates and judgment, and gives due consideration to materiality. To fulfill its accounting and reporting responsibilities, management maintains a set of accounts that provides a centralized record of the CICS’s financial transactions. Financial information submitted in the preparation of the Public Accounts of Canada, and included in the CICS’s Departmental Results Report, is consistent with these financial statements.
Management is also responsible for maintaining an effective system of internal control over financial reporting (ICFR) designed to provide reasonable assurance that financial information is reliable, that assets are safeguarded and that transactions are properly authorized and recorded in accordance with the Financial Administration Act and other applicable legislation, regulations, authorities, directives and policies.
Management seeks to ensure the objectivity and integrity of data in its financial statements through careful selection, training and development of qualified staff; through organizational arrangements that provide appropriate divisions of responsibility; through communication programs aimed at ensuring that regulations, policies, standards, and managerial authorities are understood throughout the CICS and through conducting an annual risk-based assessment of the effectiveness of the system of ICFR.
The system of ICFR is designed to mitigate risks to a reasonable level based on an ongoing process to identify key risks, to assess effectiveness of associated key controls, and to make any necessary adjustments.
The CICS is subject to periodic Core Control Audits performed by the Office of the Comptroller General of Canada (OCG) and uses the results of such audits to comply with the Treasury Board Policy on Internal Control.
The financial statements of the CICS have not been audited.
André M. McArdle, |
Brian J. Berry FCPA, FCMA, |
Canadian Intergovernmental Conference Secretariat
Statement of Financial Position (Unaudited)
As at March 31
(in dollars)
2017 | 2016 | |
---|---|---|
Liabilities | ||
Accounts payable and accrued liabilities (note 4) | 550,330 | 658,405 |
Vacation pay and compensatory leave | 91,059 | 103,027 |
Employee future benefits (note 5) | 141,604 | 141,604 |
Total liabilities | 782,993 | 903,036 |
Financial assets | ||
Due from Consolidated Revenue Fund | 375,932 | 517,753 |
Accounts receivable and advances (note 6) | 185,195 | 383,654 |
Total gross financial assets | 561,127 | 901,407 |
Financial assets held on behalf of Government | ||
Accounts receivable and advances (note 6) | – | (242,500) |
Total financial assets held on behalf of Government | – | (242,500) |
Total net financial assets | 561,127 | 658,907 |
Departmental net debt | 221,866 | 244,129 |
Non-financial assets | ||
Tangible capital assets (note 7) | 118,293 | 116,723 |
Total non-financial assets | 118,293 | 116,723 |
Departmental net financial position | (103,573) | (127,406) |
The accompanying notes form an integral part of these financial statements.
Canadian Intergovernmental Conference Secretariat
Statement of Operations and Departmental Net Financial Position (Unaudited)
For the Year Ended March 31
(in dollars)
Planned results 2017 |
2017 | 2016 | |
---|---|---|---|
Expenses | |||
Conference Services | 4,183,822 | 3,670,826 | 3,708,288 |
Internal Services | 2,236,411 | 2,064,447 | 2,137,620 |
Total expenses | 6,420,233 | 5,735,273 | 5,845,908 |
Revenues | |||
Shared cost agreement– Transfers received from the provincial governments | 1,100,000 | 979,600 | 992,500 |
Revenues earned on behalf of Government | (1,100,000) | (979,600) | (992,500) |
Total revenues | – | – | – |
Net cost of operations before government funding and transfers | 6,420,233 | 5,735,273 | 5,845,908 |
Government funding and transfers | |||
Net cash provided by Government | 5,374,145 | 5,118,247 | |
Change in due from Consolidated Revenue Fund | (141,821) | 125,445 | |
Services provided without charge by other government departments (note 8) | 526,782 | 555,782 | |
Net cost (revenue) of operations after government funding and transfers | (23,833) | 46,434 | |
Departmental net financial position – Beginning of year | (127,406) | (80,972) | |
Departmental net financial position – End of year | (103,573) | (127,406) |
Segmented information (note 9)
The accompanying notes form an integral part of the financial statements.
Canadian Intergovernmental Conference Secretariat
Statement of Change in Departmental Net Debt (Unaudited)
For the Year Ended March 31
(in dollars)
2017 | 2016 | |
---|---|---|
Net cost of operations after government funding and transfers | (23,833) | 46,434 |
Change due to tangible capital assets | ||
Acquisition of tangible capital assets | 37,466 | 42,493 |
Amortization of tangible capital assets | (35,896) | (68,414) |
Total change due to tangible capital assets | 1,570 | (25,921) |
Net increase (decrease) in net debt | (22,263) | 20,513 |
Departmental net debt – Beginning of the year | 244,129 | 223,616 |
Departmental net debt – End of year | 221,866 | 244,129 |
The accompanying notes form an integral part of the financial statements.
Canadian Intergovernmental Conference Secretariat
Statement of Cash Flow (Unaudited)
For the Year Ended March 31
(in dollars)
2017 | 2016 | |
---|---|---|
Operating activities | ||
Net cost of operations before government funding and transfers | 5,735,273 | 5,845,908 |
Non-cash items: | ||
Amortization of tangible capital assets (note 7) | (35,896) | (68,414) |
Services provided without charge by other government departments (note 9) | (526,782) | (555,782) |
Variations in Statement of Financial Position: | ||
Increase (decrease) in netted Financial assets | 44,041 | 16,230 |
Decrease (increase) in accounts payable and accrued liabilities | 108,075 | (150,945) |
(Increase) decrease in vacation pay and compensatory leave | 11,968 | (8,766) |
(Increase) decrease in future employee benefits | – | (2,477) |
Cash used in operating activities | 5,336,679 | 5,075,754 |
Capital investing activities | ||
Acquisition of tangible capital assets | 37,466 | 42,493 |
Cash used in capital investing activities | 37,466 | 42,493 |
Net cash provided by Government of Canada | 5,374,145 | 5,118,247 |
The accompanying notes form an integral part of the financial statements.
Canadian Intergovernmental Conference Secretariat
Notes to the Financial Statements (Unaudited)
For the Year Ended March 31
The Canadian Intergovernmental Conference Secretariat (the CICS) was designated a department within the Government of Canada in November 1973, by an Order-in-Council. The CICS is an agency of the Federal, Provincial and Territorial governments. The CICS is named in Section II of the Financial Administration Act and reports to Parliament through the President of the Queen’s Privy Council for Canada.
Our mandate is to provide administrative support and planning services for intergovernmental conferences of First Ministers, Ministers and Deputy Ministers, throughout Canada."
Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. Internal services include only those activities and resources that apply across an organization, and not those provided to a specific program. The groups of activities are:
In order to effectively pursue its mandate, CICS aims to achieve its strategic outcome that senior-level intergovernmental conference services are professionally and successfully delivered.
These financial statements have been prepared using the Government’s accounting policies stated below, which are based on Canadian public sector accounting standards. The presentation and results using the stated accounting policies do not result in any significant differences from Canadian public sector accounting standards.
Significant accounting policies are as follows:
Consequently, items recognized in the Statement of Operations and Departmental Net Financial Position and in the Statement of Financial Position are not necessarily the same as those provided through authorities from Parliament. Note 3 provides a reconciliation between the bases of reporting. The planned results amounts in the “Expenses” and “Revenues” sections of the Statement of Operations and Departmental Net Financial Position are the amounts reported in the Future-oriented Statement of Operations included in the 2016-17 Report on Plans and Priorities. Planned results are not presented in the “Government funding and transfers” section of the Statement of Operations and Departmental Net Financial Position and in the Statement of Change in Departmental Net Debt because these amounts were not included in the 2016-17 Report on Plans and Priorities.
Revenues that are non-respendable are not available to discharge the CICS’s liabilities. While the Secretary is expected to maintain accounting control, he has no authority regarding the disposition of non-respendable revenues. As a result, non-respendable revenues are considered to be earned on behalf of the Government of Canada and are therefore presented in reduction of the CICS’s gross revenues.
Vacation pay and compensatory leave are accrued as the benefits are earned by employees under their respective terms of employment.
Services provided without charge by other government departments for accommodation and employer’s contributions to the health and dental insurance plans are recorded as operating expenses at their estimated cost.
Actuarial surpluses or deficiencies are recognized in the financial statements of the Government of Canada, as the Plan’s sponsor.
Amortization of tangible capital assets is done on a straight-line basis over the estimated useful life of the asset as follows:
Asset Class | Amortization Period |
---|---|
Informatics hardware | 3 years |
Informatics software | 3 years |
Other equipment (including furniture) | 5 years |
The Department receives its funding through annual parliamentary authorities. Items recognized in the Statement of Operations and Departmental Net Financial Position and the Statement of Financial Position in one year may be funded through parliamentary authorities in prior, current or future years. Accordingly, the Department has different net results of operations for the year on a government funding basis than on an accrual accounting basis. The differences are reconciled in the following tables:
2017 | 2016 | |
---|---|---|
(in dollars) | ||
Net cost of operations before government funding | 5,735,273 | 5,845,908 |
Adjustments for items affecting net cost of operations but not affecting authorities: | ||
Services provided without charge by other government departments (note 9) | (526,782) | (555,782) |
Amortization of tangible capital assets (note 7) | (35,896) | (68,414) |
Decrease (increase) in vacation pay and compensatory leave | 3,951 | (8,766) |
Decrease (increase) in employee future benefits | – | (2,477) |
Refund of prior years’ expenditures | 35 | 17,589 |
Adjustments to prior year’s accounts payable and accounts receivable | 10,976 | – |
(547,716) | (617,850) | |
Adjustments for items not affecting net cost of operations but affecting authorities: | ||
Acquisition of tangible capital assets (note 7) | 37,466 | 42,493 |
Decrease in vacation pay and compensatory leave | 8,017 | – |
Increase in advances | 8,898 | – |
54,381 | 42,493 | |
Current year authorities used | 5,241,938 | 5,270,551 |
2017 | 2016 | |
---|---|---|
(in dollars) | ||
Authorities provided: | ||
Vote 05 – Program expenditures | 5,824,616 | 5,827,101 |
Statutory amounts – Contributions to employee benefits plan | 276,529 | 314,567 |
Less: Lapsed authorities | (859,207) | (871,117) |
Current year authorities used | 5,241,938 | 5,270,551 |
2017 | 2016 | |
---|---|---|
(in dollars) | ||
Accounts payable – Other government departments and agencies | 50,108 | 53,846 |
Accounts payable – External parties | 188,356 | 325,624 |
Total accounts payable | 238,464 | 379,470 |
Accrued liabilities | 69,675 | 38,960 |
Accrued salaries | 242,191 | 239,975 |
Total accounts payable and accrued liabilities | 550,330 | 658,405 |
In Canada’s Economic Action Plan 2012, the Government announced various savings measures. The CICS was not directly impacted by these measures.
The CICS’s employees participate in the Public Service Pension Plan (the "Plan"), which is sponsored and administered by the Government of Canada. Pension benefits accrue up to a maximum period of 35 years at a rate of 2 percent per year of pensionable service, times the average of the best five consecutive years of earnings. The benefits are integrated with Canada/Québec Pension Plans benefits and they are indexed to inflation.
Both the employees and the Department contribute to the cost of the Plan. Due to the amendment of the Public Service Superannuation Act following the implementation of provisions related to Economic Action Plan 2012, employee contributors have been divided into two groups – Group 1 relates to existing plan members as of December 31, 2012 and Group 2 relates to members joining the Plan as of January 1, 2013. Each group has a distinct contribution rate.
The 2016-17 expenses amounts to $192,658 ($216,831 in 2015-16). For group 1 members, the expense represents approximately 1.12 times (1.24 times in 2015-16) the employee contributions and, for Group 2 members, approximately 1.08 times (1.24 times in 2015-16) the employee contributions.
The Department’s responsibility with regard to the Plan is limited to its contributions. Actuarial surpluses or deficiencies are recognized in the financial statements of the Government of Canada, as the Plan’s sponsor.
Severance benefits provided to the Department’s employees were previously based on an employee’s eligibility, years of service and salary at termination of employment. However, since 2011 the accumulation of severance benefits for voluntary departures progressively ceased for substantially all employees. Employees subject to these changes were given the option to be paid the full or partial value of benefits earned to date or collect the full or remaining value of benefits upon departure from the public service. By March 31, 2017, all settlements for immediate cash out were completed. Severance benefits are unfunded and, consequently, the outstanding obligation will be paid from future authorities.
The changes in the obligations during the year were as follows:
2017 | 2016 | |
---|---|---|
(in dollars) | ||
Accrued benefit obligation, beginning of year | 141,604 | 139,127 |
Expense for the year | 8,951 | (37,077) |
Benefits paid during the year | (8,951) | 39,554 |
Accrued benefit obligation, end of year | 141,604 | 141,604 |
The following table presents details of the CICS’s accounts receivable and advances balances:
2017 | 2016 | |
---|---|---|
(in dollars) | ||
Accounts receivable – Other government departments and agencies | 173,798 | 140,053 |
Accounts receivable – External parties | 10,797 | 243,001 |
Employee advances – Petty cash | 600 | 600 |
Gross accounts receivable | 185,195 | 383,654 |
Accounts receivable held on behalf of Government | – | (242,500) |
Net accounts receivable | 185,195 | 141,154 |
Cost (in dollars) | ||||
---|---|---|---|---|
Asset class | Opening Balance | Acquisitions | Transfers, Disposals and Write-Offs |
Closing Balance |
Informatics hardware | 663,167 | 17,136 | – | 680,303 |
Informatics software | 12,664 | 20,000 | – | 32,664 |
Other equipment (including furniture) | 180,123 | 330 | – | 180,453 |
855,954 | 37,466 | – | 893,420 |
Accumulated Amortization (in dollars) | ||||
---|---|---|---|---|
Asset class | Opening Balance | Amortization | Disposals and Write-Offs |
Closing Balance |
Informatics hardware | 562,804 | 29,550 | – | 592,354 |
Informatics software | 5,307 | – | – | 5,307 |
Other equipment (including furniture) | 171,120 | 6,346 | – | 177,466 |
739,231 | 35,896 | – | 775,127 |
Net book value (in dollars) | ||
---|---|---|
Asset class | 2017 | 2016 |
Informatics hardware | 87,949 | 100,363 |
Informatics software | 27,357 | 7,357 |
Other equipment (including furniture) | 2,987 | 9,003 |
118,293 | 116,723 |
The CICS is related as a result of common ownership to all government departments, agencies, and Crown corporations. The CICS enters into transactions with these entities in the normal course of business and on normal trade terms. During the year, the CICS received common services which were obtained without charge from other government departments as disclosed below.
During the year, the CICS received services without charge from certain common service organizations, related to accommodation and the employer’s contribution to the health and dental insurance plans. These services provided without charge have been recorded in the CICS Statement of Operations and Departmental Net Financial Position as follows:
2017 | 2016 | |
---|---|---|
(in dollars) | ||
Accommodation | 340,417 | 347,146 |
Employer’s contribution to the health and dental insurance plans | 186,365 | 208,636 |
526,782 | 555,782 |
The Government has centralized some of its administrative activities for efficiency, cost-effectiveness purposes and economic delivery of programs to the public. As a result, the Government uses central agencies and common service organizations so that one department performs services for all other departments and agencies without charge. The costs of these services, such as the payroll and cheque issuance services provided by Public Services and Procurement Canada are not included in the CICS Statement of Operations and Departmental Net Financial Position.
2017 | 2016 (Revised) |
|
---|---|---|
(in dollars) | ||
Expenses – Other government departments and agencies | 1,463,302 | 1,574,852 |
Expenses disclosed in b) exclude common services provided without charge, which are already disclosed in a).
Presentation by segment is based on the Department’s program alignment architecture. The presentation by segment is based on the same accounting policies as described in the Summary of significant accounting policies in note 2. The following table presents the expenses incurred and revenues generated for the main program activities, by major object of expense and by major type of revenue. The segment results for the period are as follows:
Conference Services | Internal Services | Total | ||
---|---|---|---|---|
2017 | 2016 | |||
(in dollars) | ||||
Operating expenses | ||||
Salaries and employee benefits | 1,670,485 | 1,045,907 | 2,716,392 | 2,925,932 |
Professional and special services | 1,139,750 | 263,653 | 1,403,403 | 1,196,796 |
Transportation and Communication | 629,261 | 102,502 | 731,763 | 664,607 |
Accommodation | – | 340,417 | 340,417 | 429,254 |
Rentals | 131,706 | 155,343 | 287,049 | 408,206 |
Equipment expenses | 35,480 | 101,013 | 136,493 | – |
Utilities, materials and supplies | 33,022 | 7,494 | 40,516 | 87,338 |
Amortization of tangible capital assets | 5,509 | 30,387 | 35,896 | 68,414 |
Information services | 22,912 | 9,334 | 32,246 | 43,327 |
Repair and maintenance | 2,701 | 8,314 | 11,015 | 22,034 |
Claims against the Crown and court award | – | 83 | 83 | – |
Total operating expenses | 3,670,826 | 2,064,447 | 5,735,273 | 5,845,908 |
Revenues | ||||
Shared cost agreement – Transfers received from the provincial governments | 979,600 | – | 979,600 | 992,500 |
Revenues earned on behalf of Government | (979,600) | – | (979,600) | (992,500) |
Total revenues | – | – | – | – |
Net cost of operations before government funding | 3,670,826 | 2,064,447 | 5,735,273 | 5,845,908 |
Comparative figures have been reclassified to conform to the current year’s presentation.
During fiscal year 2016-17, CICS changed its capitalization threshold from $2,000 to $10,000. There is no impact of this change in capitalization threshold on the financial statements in the current fiscal year.
2016 figures have been revised to include additional expenses paid to other government departments that were omitted last fiscal year. The impact of this error is limited to note 8-b. This modification has no impact on CICS statements.
2016 before adjustment |
Effect of Change |
2016 Restated |
|
---|---|---|---|
(in dollars) | |||
Expenses – Other government departments and agencies | 1,274,423 | 300,429 | 1,574,852 |