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SECTION III – SUPPLEMENTARY INFORMATION

Organizational Information

The CICS is an agency of both the federal and provincial governments and, as such, acts as a neutral intergovernmental body. Its budget is supported by both orders of government and its staff includes both federal and provincial public servants. The Secretary reports to all governments annually. The operations are reviewed by federal and provincial senior officials designated by their respective First Ministers. The CICS reports to Parliament through the President of the Queen’s Privy Council for Canada.

President, Queen's Privy Council for Canada                     Secretary                     Assistant Secretary                                                 Corporate Services   Conference Services   Information Services

CICS services include pre-conference planning and coordination; the set-up of conference site facilities; secretaryship; interpretation; the translation, printing, distribution and control of documents; media relations; security; and the provision of technical equipment and secretarial and technical assistance which includes informatics.

In addition to the above conference services which are available anywhere in Canada, a document archives is maintained by the Secretariat for the use of governments. The Secretariat also has its world wide web site containing not only pertinent information on the organization and its activities, but most importantly, conference communiqués released immediately after the close of major conferences we serve.

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Table 1:     Comparison of Planned Spending to Actual Spending (incl. FTE)

($ millions)

Net cost of Agency

	2005-2006 Actual	2006-2007 Actual	2007-2008
			Main Estimates	Planned Spending	Total Authorities	Actual
Canadian Intergovernmental Conference Secretariat	5.4	5.4	6.5	6.5	6.5	5.0
Less: Non-Respendable revenue	1.1	1.2	1.2	1.2	1.2	1.1
Plus: Cost of services received without charge	0.5	0.6	0.6	0.6	0.6	0.6
Net cost of Agency	4.8	4.8	5.9	5.9	5.9	4.5
Full Time Equivalents	31	32	36	36	36	30

Table 2:     Resources by Program Activity

($ millions)

2007-2008
	Budgetary
Program Activity	Operating	Total: Gross Budgetary Expenditures	Less: Respendable Revenue	Total: Net Budgetary Expenditure
Canadian Intergovernmental Conference Secretariat
Main Estimates	6.5	6.5	1.2	5.3
Planned Spending	6.5	6.5	1.2	5.3
Total Authorities	6.5	6.5	1.2	5.3
Actual Spending	5.0	5.0	1.1	3.9

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Table 3:     Voted and Statutory Items

($ millions)

2007-2008
Vote or Statutory Item	Canadian Intergovernmental Conference Secretariat	Main Estimates	Planned Spending	Total Authorities	Total Actuals
5	Operating expenditures	6.0	6.0	6.0	4.6
(S)	Contributions to employee benefit plans	0.5	0.5	0.5	0.4
	Total	6.5	6.5	6.5	5.0

Table 4:     Services Received Without Charge

($ millions)

	2007-2008
Accommodation provided by Public Works and Government Services Canada	0.4
Contributions covering employers’ share of employees’ insurance premiums and expenditures paid by Treasury Board of Canada Secretariat (excluding revolving funds). Employer’s contribution to employees’ insured benefits plans and associated expenditures paid by TBS	0.2
Total 2007-2008 Services received without charge	0.6

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Table 5:     Source of Non-Respendable Revenue

($ millions)

	Actual 2005-2006	Actual 2006-2007	2007-2008
			Main Estimates	Planned Revenue	Total Authorities	Actual
Canadian Intergovernmental Conference Secretariat
Transfer payments from other governments (See Table 5a)	1.1	1.2	1.2	1.2	1.2	1.1
Miscellaneous Revenues	0.0	0.0	0.0	0.0	0.0	0.0
Total	1.1	1.2	1.2	1.2	1.2	1.1

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Table 5(A):     Provincial Contributions Towards CICS’ Budget

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Table 6:     Resource Requirement by Branch or Sector

($ millions)

Canadian Intergovernmental Conference Secretariat	Main Estimates	Total Planned Spending	Total Authorities	Actual
Executive Branch	0.3	0.3	0.3	0.3
Conference Services	4.7	4.7	4.7	3.4
Information Services	0.9	0.9	0.9	0.7
Corporate Services	0.6	0.6	0.6	0.6
Total	6.5	6.5	6.5	5.0

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Table 7:     Unaudited Financial Statements of CICS

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Unaudited Financial Statements of

CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

Year ended March 31, 2008

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Responsibility for the integrity and objectivity of the accompanying financial statements for the year ended March 31, 2008 and all information contained in this report rests with the Canadian Intergovernmental Conference Secretariat (CICS) management. For the purpose of this document, CICS will be referred to as the Agency.

These financial statements have been prepared by management in accordance with Treasury Board accounting policies which are consistent with Canadian generally accepted accounting principles for the public sector.

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 fulfil its accounting and reporting responsibilities, management maintains a set of accounts that provides a centralized record of the Agency’s financial transactions. Financial information submitted to the Public Accounts of Canada and included in the Departmental Performance Report is consistent with these financial statements.

Management maintains a system of financial management and internal control designed to provide reasonable assurance that financial information is reliable, that assets are safeguarded and that transactions are in accordance with the Financial Administration Act, are executed in accordance with prescribed regulations, within Parliamentary authorities, and are properly recorded to maintain accountability of Government funds. Management also seeks to ensure the objectivity and integrity of data in its financial statements by careful selection, training and development of qualified staff, by organizational arrangements that provide appropriate division of responsibility, and by communication programs aimed at ensuring that regulations, policies, standards and managerial authorities are understood throughout the Agency.

The financial statements of the Agency have not been audited.

André M. McArdle, Secretary		Mara Indri-Skinner
Ottawa, Canada		Assistant Secretary and
August 8, 2008		Senior Financial Office
		Ottawa, Canada
		August 8, 2008

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT
Statement of Operations (unaudited)

For the Year ended March 31, 2008

($ Dollars)      

2008

2007

Expenses
Salaries and employee benefits	$2,707,861		$2,711,483
Transportation and communication	1,070,404		1,033,289
Rentals	929,224		1,064,172
Professional and special services	701,883		731,427
Amortization of tangible capital assets	142,094		141,464
Utilities, materials and supplies	70,903		109,509
Repairs and upkeep	106,978		91,165
Information	23,848		37,748
Gain (loss) on disposal of tangible    capital assets	1,200		23,848
Miscellaneous	0		8

Total Expenses

$5,730,547

$5,907,628

Revenue
Provincial contributions	$1,113,900		$1,168,800
Miscellaneous revenue	207		416

Total

$1,114,107

$1,169,216

Net Cost of Operations

$4,616,412

$4,738,412

The accompanying notes form an integral part of these financial statements.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT
Statement of Financial Position (unaudited)

As at March 31, 2008

($ Dollars)       

2008

2007

Assets
Financial Assets
Accounts receivable and advances    (Note 4)	$311,940		$234,192
Non-Financial Assets
Tangible capital assets (Note 5)	478,488		500,315

Total

$500,315

$398,446

Liabilities
Accounts Payable and accrued liabilities    (Note 6)	$374,666		$461,089
Vacation and compensatory leave	95,874		93,153
Employee severance benefits (Note 7)	307,522		294,563

Total Liabilities

$778,062

$848,805

Equity of Canada

($299,574)

($348,490)

Total

$478,488

$500,315

The accompanying notes form an integral part of these financial statements.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT
Statement of Equity of Canada (unaudited)

For the Year ended March 31, 2008

($ Dollars)       

2008

2007

Equity of Canada, beginning of year	($384,490)		($486,187)
Net cost of operations	(4,616,440)		(4,738,412)
Current year appropriations used (Note 3b)	5,024,212		5,282,532
Revenue not available for spending	(1,114,107)		(1,169,216)
Change in net position in the Consolidated Revenue Fund (Note 3c)	163,339		(188,863)
Services provided without charge by other government departments (Note 8)	591,912		573,930

Equity of Canada, end of year

($299,574)

($348,490)

The accompanying notes form an integral part of these financial statements.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT
Statement of Cash Flows (unaudited)

For the Year ended March 31, 2008

($ Dollars)       

2008

2007

Operating activities
Net Cost of Operations	$4,616,440		$4,738,412
Non-cash items:
Amortization of tangible capital assets	(142,094)		(141,464)
Gain (loss) on disposal of tangible    capital assets	0		(1,263)
Services provided without charge by    other government departments	(591,912)		(573,930)
Variations in statement of Financial Position
Decrease in accounts payable and    accrued liabilities	86,424		66,739
Increase in accounts receivables and    advances	77,748		122,371
Increase in vacation pay and    compensatory leave	(2,721)		(6,355)
Employee severance benefits	(12,960)		(24,556)

Cash Used by Operating Transactions	$4,030,925		$4,179,954
Capital investment activities
Acquisition of tangible capital assets	42,519		122,225
Financing activities

Net Cash Provided by Government of Canada

$4,073,444

$4,302,179

The accompanying notes form an integral part of these financial statements.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

Notes to the Financial Statements

For the Year Ended March 31, 2008

1. Authority and objectives

The Canadian Intergovernmental Conference Secretariat (CICS) was designated an Agency within the Government of Canada in November 1973, by an Order-in-Council. The Secretariat is an Agency of the Federal and Provincial governments. The Agency 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.

The mandate of the Agency is to excel in the planning, conduct and serving of senior intergovernmental conferences. The objective of the program is to relieve client departments, in virtually all sectors of government activity, of the numerous technical and administrative tasks associated with the planning and conduct of such conferences, thereby enabling them to concentrate on the substantive issues. The Agency not only provides services to the federal-provincial-territorial meetings, but as well to provincial-territorial conferences.

2. Summary of Significant Accounting Policies

The financial statements have been prepared in accordance with Treasury Board accounting policies which are consistent with Canadian generally accepted accounting principles for the public sector.

Significant accounting policies are as follows:

(a) Parliamentary appropriations:
The Agency is financed by the Government of Canada through Parliamentary appropriations. Appropriations provided to the Agency do not parallel financial canadian reporting according to generally accepted accounting principles since appropriations are primarily based on cash flow requirements. Consequently, items recognized in the statement of operations and the statement of financial position are not necessarily the same as those provided through appropriations from Parliament. Note 3 provides a high-level reconciliation between the bases of reporting.

(b) Net Cash Provided by Government:
The Agency operates within the Consolidated Revenue Fund (CRF), which is administered by the Receiver General for Canada. All cash received by the Agency is deposited to the CRF and all cash disbursements made by the Agency are paid from the CRF. The net cash provided by Government is the difference between all cash receipts and all cash disbursements including transactions between departments of the federal government.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

Notes to the Financial Statements

(c) Change in net position in the Consolidated Revenue Fund (CRF):
The net change in the CRF is the difference between the net cash provided by Government and appropriations used in a year, excluding the amount of non-respendable revenue recorded by the Agency. It results from timing differences between when a transaction affects appropriations and when it is processed through the CRF.

(d) Revenues:

Revenue relating to the provincial support of the operations of the Agency is recognized in the period in which the funds are received.

Other revenues are accounted for in the period in which the underlying transaction or event occurred that gave rise to the revenues.

(e) Expenses:

Expenses are recorded on the accrual basis.

Vacation pay and compensatory leave are expensed as the benefits accrue to employees under their respective terms of employment.

Services provided without charge by other government departments for accommodation, the employer's contribution to the health and dental insurance plans are recorded as operating expenses at their estimated cost.

(f) Employee future benefits:

i.    Pension benefits: Eligible employees participate in the Public Service Superannuation Pension Plan, a multiemployer plan administered by the Government of Canada. The Agency's contributions to the Plan are charged to expenses in the year incurred and represent the total departmental obligation to the Plan. Current legislation does not require the Agency to make contributions for any actuarial deficiencies of the Plan.

ii.    Severance benefits: Employees are entitled to severance benefits under labour contracts or conditions of employment. These benefits are accrued as employees render the services necessary to earn them. The obligation relating to the benefits earned by employees is calculated using information derived from the results of the actuarially determined liability for employee severance benefits for the Government as a whole.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

Notes to the Financial Statements

(g) Accounts and advances receivable:
These are stated at amounts expected to be ultimately realized; a provision is made for receivables where recovery is considered uncertain.

(h) Tangible capital assets:
All tangible capital assets having an initial cost of $2,000 or more are recorded at their acquisition cost. The Agency does not capitalize intangibles, works of arts and historical treasures that have cultural, aesthetic or historical value, assets located on Indian reserves and museum collections.

Amortization of tangible capital assets is done on a straight-line basis over the estimated useful life of the asset as follows:

Furniture, furnishings and office equipment	5 years
Informatics hardware	3 years

(i) Contingent liabilities:
Contingent liabilities are potential liabilities which may become actual liabilities when one or more future events occur or fail to occur. To the extent that the future event is likely to occur or fail to occur and a reasonable estimate of the loss can be made, an estimated liability is accrued and an expense recorded. If the likelihood is not determinable or an amount cannot be reasonably estimated, the contingency is disclosed in the notes to the financial statements.

(j) Measurement uncertainty:
The preparation of these financial statements in accordance with Treasury Board accounting policies which are consistent with Canadian generally accepted accounting principles for the public sector requires management to make estimates and assumptions that affect the reported amounts of assets, liabilities, revenues and expenses reported in the financial statements. At the time of preparation of these statements, management believes the estimates and assumptions to be reasonable. The most significant items where estimates are used are the liability for employee severance benefits and the useful life of tangible capital assets. Actual results could significantly differ from those estimated. Management's estimates are reviewed periodically and, as adjustments become necessary, they are recorded in the financial statements in the year they become known.

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

3. Parliamentary Appropriations

The Agency receives most of its funding through annual Parliamentary appropriations. Items recognized in the statement of operations and the statement of financial position in one year may be funded through Parliamentary appropriations in prior, current or future years. Accordingly, the Agency 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:

(a) Reconciliation of net cost of operations to current year appropriations used:

($ Dollars)       

2008

2007

Net cost of operations	$4,616,440		$4,738,412
Adjustments for items affecting net costs of operations but not affecting appropriations:
Add (Less):
Services provided without charge by     other government departments	(591,912)		(573,930)
Amortization of tangible capital assets	(142,094)		(141,464)
Revenue not available for spending	1,114,107		1,169,216
(Loss) gain on disposal of tangible     capital assets	0		(1,263)
Vacation pay and compensatory leave	(2,721)		(6,355)
Employee Severance Benefits	(12,959)		(24,556)
Other	832		247

Sub-Total

$4,981,693

$5,160,307

Adjustments for items not affecting net cost of operations but affecting appropriations:
Add (Less): Acquisitions of tangible capital assets	42,519		122,225

Current year appropriation used

$5,024,212

$5,282,532

(b) Appropriations provided and used:

($ Dollars)

2008

2007

Vote 5 - Operating expenditures	$6,389,080		$6,098,000
Statutory amounts	376,846		352,013
Less: Lapsed appropriations: Operating	(1,741,714)		(1,167,481)

Current year appropriation used

$5,024,212

$5,282,532

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

(c) Reconciliation of net cash provided by Government to current year appropriations used:

($ Dollars)

2008

2007

Net cash provided by Government	$4,073,444		$4,302,179
Revenue not available for spending	1,114,107		1,169,216

Sub-Total

$5,187,551

$5,471,395

Change in net position in the Consolidated Revenue Fund
Increase (decrease) in accounts     receivable and advances	($77,748)		($122,371)
Increase (decrease) in accounts payable     and accrued liabilities	(86,423)		(66,739)
Other adjustments	832		247

Sub-Total

($163,339)

(

$188,863)

Current year appropriations used

$5,024,212

$5,282,532

4. Accounts Receivable and Advances

($ Dollars)     

Receivables and advances

2008

2007

Receivables from other Federal Government departments and agencies	$202,254		$127,932
Receivables from external parties	97,086		95,000
Employee advances	12,600		11,800

Total

$311,940

$234,192

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

5. Tangible Capital Assets

($ Dollars)     

Cost

Balance April 1, 2007

Additions

Disposals

2008

2007

Furniture, Furnishings and Office Equipment		$235,746		$7,319		$105,054		$138,011		$235,746
Informatics Hardware		905,513		35,200		711,511		229,202		905,513

Total Cost

$1,141,259

$42,519

$816,565

$367,213

$1,141,259

($ Dollars)     

Accumulated Amortization

Balance April 1, 2007

Amortization

Disposals

2008

2007

Furniture, Furnishings and Office Equipment		$141,977		$51,041		$105,054		$87,964		$141,977
Informatics Hardware		733,159		91,053		711,511		112,701		733,159

Total Amortization

$875,136

$142,094

$816,565

$200,665

$875,136

($ Dollars)     

Net Book Value

2008

2007

Furniture, Furnishings and Office Equipment	$50,047		$93,769
Informatics Hardware	116,501		172,354

Total Net Book Value

$166,548

$266,123

Amortization expenses for the year ended March 31, 2008 amounted to $142,094 ($141,464 for 2006-2007). Note that an adjustment made in 2007-2008 sees Tangible Assets at cost and accumulated amortization on those assets fully amortized at the beginning of the year removed from the tables. This adjustment reduces assets at cost and accumulated amortization by $648,397 each, while the net book value of these assets is unchanged by this adjustment.

6. Accounts Payable

($ Dollars)     

Accounts Payable

2008

2007

Ongoing - external parties	$236,307		$168,956
Salaries and wages	85,262		113,038
Other government departments and agencies	53,097		179,095

Total

$374,666

$461,089

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

7. Employee Benefits

(a) Pension benefits: The Agency's employees participate in the Public Service Pension 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/Quebec Pension Plans benefits and they are indexed to inflation.

Both the employees and the Agency contribute to the cost of the Plan. The 2007-08 expense amounts to $376,848 ($352,013 in 2006-07), which represents approximately 2.1 times the contributions by employees.

The Agency'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.

(b) Severance benefits: The Agency provides severance benefits to its employees based on eligibility, years of service and final salary. These severance benefits are not pre-funded. Benefits will be paid from future appropriations. Information about the severance benefits, measured as at March 31, is as follows:

($ Dollars)     

2008

2007

Accrued benefit obligation, beginning of year	$294,563		$270,007
Expense for the year	78,329		24,556
Benefits paid during the year	(65,369)		0

Accrued benefit obligation, end of year

$307,523

$294,563

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CANADIAN INTERGOVERNMENTAL CONFERENCE SECRETARIAT

8. Related party transactions

The Agency is related as a result of common ownership to all Government of Canada departments, agencies, and Crown corporations. The Agency enters into transactions with these entities in the normal course of business and on normal trade terms. Also, during the year, the Agency received services which were obtained without charge from other Government departments as presented in part (a).

(a) Services provided without charge:

During the year, the Agency received without charge from other government departments, accommodation and the employer's contribution to the health and dental insurance plans. These services without charge have been recognized in the Agency's Statement of Operations as follows:

($ Dollars)     

2008

2007

Accommodation	$416,312		$373,130
Employer's contribution to the health and dental insurance plans	175,600		200,800

Total

$591,912

$573,930

The Government has structured some of its administrative activities for efficiency and cost-effectiveness purposes so that one department performs these on behalf of all without charge. The costs of these services, which include payroll and cheque issuance services provided by Public Works and Government Services Canada are not included as an expense in the Secretariat's Statement of Operations.

(b) Payables and receivables at year-end with related parties:

($ Dollars)     

2008

2007

Account receivables with other government departments and agencies	$202,254		$127,392
Accounts payable to other government departments and agencies	$53,097		$179,096

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