This page has been archived.
Information identified as archived on the Web is for reference, research or recordkeeping purposes. It has not been altered or updated after the date of archiving. Web pages that are archived on the Web are not subject to the Government of Canada Web Standards. As per the Communications Policy of the Government of Canada, you can request alternate formats on the "Contact Us" page.
The original version was signed by
The Right Honourable Stephen Harper
Prime Minister of Canada
Christine Miles
Deputy Executive Director Public Appointments Commission Secretariat
Section I: Departmental Overview
Raison d'être
Responsibilities
Strategic Outcome and Program Activity
Performance Summary
Departmental Priorities/Contribution to Strategic Outcome
Risk Analysis
Section II: Analysis of Program Activity by Strategic Outcome
Priority 1: Support the Commission
Priority 2: Build the Organization
Priority 3: Develop the Code of Practice
Priority 4: Monitor, Audit and Report
Lessons Learned
Section III: Supplementary Information
Financial Highlights
Financial Statements
The mandate of the Public Appointments Commission is to oversee and report on the selection process for Governor-in-Council appointments in agencies, boards, commissions and Crown corporations. To achieve efficiency in the public sector, there is a need for the federal government to provide greater certainty and consistency in appointment policies and in the process and standards that are followed.
The Public Appointments Commission Secretariat’s role is to provide advice and support respecting the development of the Public Appointments Commission and, once the Commission is established, to assist it in developing and implementing policies and procedures and partnerships necessary to successfully carry out its mandate.
The Public Appointments Commission Secretariat was created by Order-in-Council on April 21, 2006. The Commission and its Secretariat are within the portfolio of the Prime Minister, reflecting the prerogative of the Prime Minister with respect to Governor-in-Council appointments.
The Secretariat’s main responsibility is to lay the groundwork for the establishment of the Public Appointments Commission which is provided for in the 2006 Federal Accountability Act, and once established, to provide ongoing support. Specifically, the Secretariat will advise the Commission on the development of a Code of Practice and associated guidance governing the selection process for Governor-in-Council appointments to agencies, boards, commissions and Crown corporations; provide advice and support on implementing the Code of Practice; provide advice and support to the Commission in carrying out the mandate to conduct audits on compliance with the Code of Practice; andprovide advice and support to the Commission on the preparation of an Annual Report to the Prime Minister and, through the Prime Minister, to Parliament.
The Public Appointments Commission has one Strategic Outcome, as described below, which is supported by two program activities.
Strategic Outcome: To ensure fair and competency-based processes are in place for the recruitment and selection of qualified individuals for Governor-in-Council appointments across agencies, boards, commissions and Crown corporations.
Program Activity: Oversight of Governor-in-Council appointments
This covers activities relating to: the development of options for a principle-based and proportional Code of Practice, including minimum criteria covering selection criteria, recruitment strategies and assessment processes; the development of procedures and guidance to assist auditors to assess compliance to the Code of Practice, once implemented; continued research into domestic and international agencies responsible for public appointments to identify best practices; the development of frameworks for reporting to the Prime Minister and Parliament; and internal evaluation frameworks to measure success in achieving the mandate. Additionally, advice and best practices are shared with Privy Council Office (PCO) officials to support ongoing improvements to existing appointment frameworks.
Program Activity: Internal Services
As the Public Appointments Secretariat is limited in size and as the Secretariat must function as a department within the meaning of Schedule 1.1 of the Financial Administration Act, the Corporate Services Branch within PCO provides administrative and financial services under a Memorandum of Understanding (MOU), with most services provided by PCO on a cost recovery basis.
Planned Spending | Total Authorities | Actual Spending |
---|---|---|
1,063 | 1,018 | 291 |
Planned | Actual | Difference |
---|---|---|
4 | 1 | 3 |
During the year 2009-10, the Public Appointments Commission Secretariat had a small team of two, a Deputy Executive Director on assignment and an Administrative Assistant on contract. Contracted staff are not included in full-time equivalent totals.
Program Activity | 2008-09 Actual Spending |
2009-10 | Alignment to Government of Canada Outcomes | |||
---|---|---|---|---|---|---|
Main Estimates |
Planned Spending |
Total Authorities |
Actual Spending |
|||
Oversight of Governor-in-Council appointment | 347 | 963 | 963 | 918 | 238 | A well-managed and smoothly operating government machinery. |
Internal Services | Note 1 | 100 | 100 | 100 | 53 | |
Total | 347 | 1,063 | 1,063 | 1,018 | 291 | |
Full-time equivalents (FTEs) | 1 | 4 | 4 | 4 | 1 |
1 Commencing in the 2009-10 Estimates cycle, the resources for the Internal Services program activity are displayed separately from other program activities; they are no longer distributed among the remaining program activities, as was the case in previous Main Estimates. This has affected the comparability of spending and FTE information by program activity between fiscal years.
Name | Type | Performance Status |
---|---|---|
1. Support the Commission | Ongoing | Successful completion requires establishment of Commission |
2. Build the Organization | Ongoing | Successful completion requires establishment of Commission |
3. Develop the Code of Practice | Ongoing | Successful completion requires establishment of Commission |
4. Monitor, Audit and Report | Ongoing | Successful completion requires establishment of Commission |
Once the Commission is established, the Secretariat will provide policy and operational support to the chair and any members appointed.
In order to support the Commission once established, the Secretariat needs to ensure that the plans for its organizational structure including fulfilling planning and reporting obligations under Section 1.1 of the Financial Administration Act are ready.
The Secretariat’s work focuses on researching best practices, conducting literature reviews, consulting with federal departments, agencies, boards, commissions and Crown corporations and with other levels of government in Canada and abroad to develop, for the early consideration of the Commission, a Code of Practice and associated guidance for selection processes regarding Governor-in-Council appointments.
The 2006 Federal Accountability Act requires the Commission to provide advice and to monitor the application of the Code of Practice, and provide the Prime Minister with an Annual Report tabled in both Houses of Parliament.
As the Commission was not established / operational for 2009-10, the Secretariat’s work was completed in “draft,” that is, subject to the approval of the Commission once established, and there was no permanent staffing of the Secretariat. The Secretariat’s work primarily focused on research and identification of best practices, to be shared on a timely basis with PCO officials, in order to inform their ongoing reform efforts in support of the appointments system.
The Secretariat was established by Order-in-Council in April 2006, and was headed at that time by an Executive Director as its Deputy Head. The total planned spending will only be required once the Commission is fully operational.
The Public Appointments Commission Secretariat was fully operational in 2006-07, the year of its establishment. Shortly thereafter, the Commission was held in abeyance. Since 2007-08, the Secretariat has been laying groundwork for a new Commission and its expenditures have remained stable for the past two fiscal years.
Vote # or Statutory Item (S) | Truncated Vote or Statutory Wording | 2007-08 Actual Spending |
2008-09 Actual Spending |
2009-10 Main Estimates |
2009-10 Actual Spending |
---|---|---|---|---|---|
1 | Program expenditures1 | 103 | 303 | 945 | 265 |
(S) | Contributions to employee benefit plans | 10 | 44 | 118 | 26 |
Total | 113 | 347 | 1,063 | 291 |
1 Please refer to the spending trends graph for more details on departmental spending trends. Please refer to the Performance Summary above or to Annex II (provided electronically) for more details on the total Main Estimates and the total Actual Spending.
Performance Analysis of Priorities
2009-10 Financial Resources ($ millions) |
2009-10 Human Resources (FTEs) |
||||
---|---|---|---|---|---|
Planned Spending |
Total Authorities |
Actual Spending |
Planned | Actual | Difference |
963 | 918 | 238 | 4 | 1 | 3 |
The Public Appointments Commission Secretariat is charged with the development of policy and operational documents for consideration by the Commission, once established. The materials have been prepared and updated to reflect ongoing practices for similar federal entities, domestically and internationally. The materials include guidance for the board of directors, an internal code of conduct, a strategic communications policy, speeches and other outreach materials such as brochures and leaflets, and the development of a website to be launched with the announcement of a Commission, which will explain its roles and functions and present such key documents as the Code of Practice and associated guidance (see priority 3).
The Treasury Board of Canada has approved the Program Activity Architecture and funding for the Commission and the Secretariat, once both are fully operational. Resources are deemed sufficient for a Commission (part time member(s)), a core Secretariat of 3 to 4 permanent staff, and an annual contract via government tendering processes to secure external auditors to assess compliance to the Commission’s policies and procedures. In advance of the Commission, the Treasury Board has provided a limited budget for advance work by a core Secretariat, staffed on a temporary basis. Additionally, a management accountability framework has been prepared which outlines how performance for both the Commission and its Secretariat will be assessed, once the former is established.
The Secretariat is currently supported by the Privy Council Office for financial and administrative services via the Memorandum of Understanding (MOU). The costing of the MOU is now fully reflected in all of the Secretariat’s financial reporting. Preparations for permanent staffing have also been completed which should provide for a quick start up of a permanent structure once an Executive Director (as Deputy Head) is appointed.
The Secretariat has developed options for a Code of Practice which will be the primary document the Commission will need to review, adopt, and publish to fulfill its mandate within the shortest timeframe.
The Code of Practice will be the definitive document for public organizations under the Commission’s jurisdiction, but could be supplemented by procedures developed and tailored by individual agencies.
The Secretariat’s consultative work and ongoing work programs, including research into procedures and best practices of similar domestic and international accountability bodies, have indicated widespread agreement on the fundamental directions for the range of options developed for the Code of Practice. There is a strong consensus for a Code of Practice that builds on the strengths and recent reforms of the current system, and still maintains the well-established tradition of Ministerial responsibility, specifically:
A Performance Measurement Framework has been prepared, with the assistance of the Treasury Board Secretariat, with respect to performance indicators, to measure the expected outcomes of the Commission and its Secretariat, once fully established and operational. Performance indicators will need to focus on base compliance to the Code of Practice, evidence of consistent and quality selection processes, internal cultural support for governance reforms in appointment processes, and increased public awareness and support for the appointment system in general. A proposed framework has also been developed for the Commission’s Annual Report. The Commission and its Secretariat will be subject to internal audits, under the supervision of the PCO, as set out in the MOU.
While awaiting the creation of the Commission, the Secretariat needed to ensure that its research and work efforts informed and contributed to the ongoing efforts lead by the PCO to improve the Governor-in-Council appointment system. For 2009-10, the Secretariat kept abreast with developments, domestically and internationally, in this area, and highlighted where efforts might be directed to provide more consistent and rigorous Governor-in-Council appointment practices across federal organizations.
Looking domestically, British Columbia, Alberta and Ontario have distinct internal organizations that give advice on and monitor public appointments. British Columbia Board Resource Development Office (BRDO) represents the most centralized appointment process in light of the fact that almost all public appointments, including appointments to administrative tribunals must be handled by this Office. The BRDO provides specific guidance on all aspects of the appointment process, is actively involved in each individual appointment round, requires active participation from all government agencies, boards, and commissions in the process, performs and oversees due diligence reviews, oversees orientation, training and evaluation, and manages a central website which can accept on-line applications. Alberta’s Agency Governance Secretariat is less “hands-on” when compared with the BRDO. Its approach is to set principles and policies, with the operations for public appointments decentralized with respective Ministers and their departments; its unique feature is its integration of the appointment system with overall governance policy and management. Ontario’s Public Appointment Secretariat manages a centralized database for tracking appointment terms and expiration dates, posts vacancies on its website and provides for on-line applications; also, all persons applying to serve on public bodies in Ontario must apply through this Secretariat.
Although Nova Scotia, New Brunswick and Prince Edward Island have not created distinct appointment secretariats, many functions of such secretariats are performed by staff within the government’s Executive Council. The focus has been on the creation of consistent but flexible appointment guidelines and the development of centralized websites capable of handling on-line applications. The latter is aimed to address openness and transparency concerns, and to enhance the range of applicants available for vacancies in this sector.
Much of the work of these organizations follows the early precedents set out by the United Kingdom’s Commissioner of Public Appointments, whose office regulates the public appointments process, monitors compliance with a Code of Practice through annual audits and the investigation of complaints about appointment processes, and promotes fair selection procedures focused on merit. Detailed information about appointment processes and the population of public appointees is provided annually to Parliament.
Recent trends in policy development and procedures include: a greater focus on strategic planning for appointments and reappointments, in part to reduce vacancy rates and the amount of time required for each appointment round; strengthening clearing-house functions to identify and distribute good practices; a stronger focus on both individual and board performance evaluation, including the need to assess members for quasi-judicial bodies while still respecting their need for independence; development of internal systems to monitor appointment procedures and to generate data to evaluate system outcomes; conducting reviews of the agency sector, including assessing board needs in terms of appointments; developing internal systems to provide for continuing monitoring and evaluation of this sector; devising enhanced due diligence protocols; providing for a strengthened role for Parliament respecting public appointments; and developing pro-active policies and outreach to improve the range of individuals applying for these types of positions, in line with diversity and representativeness objectives. Québec has taken the strongest lead on diversity, employing both policy and legislative approaches.
The Governor-in-Council appointment system for the federal government has well developed policies and procedures and much progress has been made since 2006 to strengthen the system and improve its rigour. Looking ahead, and in light of advancements in other jurisdictions, future efforts might require stronger focus on: planning for appointments and reappointments; developing internal systems to better monitor and assess key elements of the appointment system; strengthening selection requirements for senior positions and ensuring that boards have assessed their needs in terms of membership; providing consistency in performance evaluation; and providing for greater transparency via expansion of the PCO appointments website to accept on-line applications and to enhance information to the public on the advantages of public appointments, and how a citizen can identify his or her interest, and on the Governor-in-Council population, in general.
2009-10 Financial Resources ($ millions) |
2009-10 Human Resources (FTEs) |
||||
---|---|---|---|---|---|
Planned Spending |
Total Authorities |
Actual Spending |
Planned | Actual | Difference |
100 | 100 | 53 | 0 | 0 | 0 |
1 Commencing in the 2009-10 Estimates cycle, the resources for the Internal Services program activity are displayed separately from other program activities; they are no longer distributed among the remaining program activities, as was the case in previous Main Estimates. This has affected the comparability of spending and FTE information by Program Activity between fiscal years.
Condensed Statement of Financial Position At End of Year (March 31, 2010) |
% Change | 2010 | 2009 |
---|---|---|---|
Assets | |||
Total Assets | 53% | 92 | 60 |
Total Assets | 53% | 92 | 60 |
Liabilities | |||
Total Liabilities | (42%) | 64 | 110 |
Equity of Canada | |||
Total Equity of Canada | 156% | 28 | (50) |
Total liabilities and equity of Canada | 53% | 92 | 60 |
Condensed Statement of Operations At End of Year (March 31, 2010) |
% Change | 2010 | 2009 |
---|---|---|---|
Expenses | |||
Total Expenses | (19%) | 404 | 497 |
Net Cost of Operations | (19%) | 404 | 497 |
Total net cost of operation was $404 thousand at the end of 2009-10, a decrease of $93 thousand over the previous year (19%). The decrease is mainly due to lower translation costs, Employee Benefit Plan and severance pay.
Total assets were $92 thousand at the end of 2009-10, an increase of $32 thousand over the previous year (53%). Accounts receivable represent 100% of the PACS assets.
Total liabilities were $64 thousand at the end of 2009-10, a decrease of $46 thousand over the previous year (42%). The decrease was mainly due to less account payables and liabilities at year-end related to salaries, such as employee benefits plan, performance pay and severance pay.
The Public Appointments Commission Secretariat has two Program Activities related to its Strategic Outcome. The Program Activity Oversight of the Governor-in-Council represents the main activity which contributes to the achievement of all Government of Canada outcomes by ensuring that selection processes for federal Governor-in-Council appointments are fair and competency-based. The Internal Services Program Activity supports the effective and efficient delivery of the first program.
In fiscal year 2009-10, $233 thousand (58%) was spent under the Program Activity Oversight of the Governor-in-Council and $171 thousand (42%) was spent under the Program Activity Internal Services.
Responsibility for the integrity and objectivity of the accompanying financial statements for the year ended March 31, 2010 and all information contained in these statements rests with departmental management. 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 fulfill its accounting and reporting responsibilities, management maintains a set of accounts that provides a centralized record of the Public Appointments Commission Secretariat’s financial transactions. Financial information submitted to the Public Accounts of Canada and included in the Public Appointments Commission Secretariat’s 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 divisions of responsibility, and by communication programs aimed at ensuring that regulations, policies, standards and managerial authorities are understood throughout the Public Appointments Commission Secretariat.
The financial statements of the Public Appointments Commission Secretariat have not been audited.
The paper version was signed by
Christine Miles
Deputy Executive Director
Ottawa, Ontario
September 7, 2010
for the year ended March 31, 2010
Expenses (Note 4) | 2010 | 2009 |
---|---|---|
(in thousands of dollars) | ||
Salaries and employee benefits | 249 | 271 |
Accommodation (Note 8) | 94 | 94 |
Professional and special services | 49 | 79 |
Employee severance benefits (Note 6b) | 6 | 39 |
Rental | 4 | 4 |
Utilities, materials and equipment | 1 | 2 |
Transportation and telecommunication | 1 | 1 |
Repairs and maintenance | - | 5 |
Other expenses | - | 2 |
Net Cost of Operations | 404 | 497 |
The accompanying notes form an integral part of these financial statements.
At March 31, 2010
Assets | 2010 | 2009 |
---|---|---|
(in thousands of dollars) | ||
Financial assets | ||
Accounts receivable from other federal government departments and agencies | 92 | 60 |
Total financial assets | 92 | 60 |
Liabilities and Equity of Canada | ||
Liabilities | ||
Accounts payable and accrued liabilities (note 5) | 19 | 71 |
Employee severance benefits (Note 6b) | 45 | 39 |
Total liabilities | 64 | 110 |
Equity of Canada | 28 | (50) |
Total | 92 | 60 |
Contractual obligations (Note 7)
The accompanying notes form an integral part of these financial statements.
At March 31, 2010
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Equity of Canada, beginning of year | (50) | 102 |
Net cost of operations | (404) | (497) |
Services provided without charge by other government departments (Note 8) | 107 | 111 |
Current year appropriations used (Note 3) | 291 | 347 |
Change in net position in the Consolidated Revenue Fund (Note 3c) | 84 | (113) |
Equity of Canada, end of year | 28 | (50) |
The accompanying notes form an integral part of these financial statements.
for the year ended March 31, 2010
2010 | 2009 | |||
---|---|---|---|---|
(in thousands of dollars) | ||||
Operating Activities | ||||
Net cost of operations | 404 | 497 | ||
Non-cash items | ||||
Services provided without charge by other government departments (Note 8) | (107) | (111) | ||
Variation in Statement of Financial Position | ||||
Increase in accounts receivable | 32 | (59) | ||
(Increase) decrease in liabilities: | ||||
Accounts payable | 52 | (54) | ||
Employee severance benefits | (6) | (39) | ||
Cash used by operating activities | (29) | (263) | ||
Net cash provided by Government of Canada | 375 | 234 |
The accompanying notes form an integral part of these financial statements.
For the year ended March 31, 2010
The Public Appointments Commission Secretariat was established by Order in Council number PC 2006-0228, on April 21, 2006. The Secretariat was created to prepare the ground for the establishment of the Public Appointments Commission, and once established, to provide ongoing support. The mandate of the Commission and its Secretariat is described in the Federal Accountability Act.
The Commission and its Secretariat are within the portfolio of the Prime Minister, reflecting the prerogative of the Prime Minister with respect to Governor-in-Council appointments.
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:
The Public Appointments Commission Secretariat 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 Public Appointments Commission Secretariat 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:
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Net cost of operations | 404 | 497 |
Adjustments for items affecting net cost of operations but not affecting appropriations: | ||
Add (Less): | ||
Services provided without charge by other government departments (Note 7) | (107) | (111) |
Employee severance benefits | (6) | (39) |
Current year appropriations used | 291 | 347 |
The following table presents details of expenses by Program Activity:
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Program Activity | ||
Oversight of the Governor-in-Council appointments | 233 | 386 |
Internal Services | 171 | 111 |
Total |
404 |
497 |
The following table presents details of accounts payable:
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Payables to external parties | 3 | 7 |
Payables to other federal government departments and agencies | 16 | 64 |
Total | 19 | 71 |
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Accrued benefits obligation, beginning of year | 39 | - |
Expense for the year | 6 | 39 |
Benefit paid during the year | - | - |
Accrued benefit obligation, end of year | 45 | 39 |
The nature of Public Appointments Commission Secretariat’s activities can result in large multi-year contracts and obligations whereby the Department will be obligated to make future payments when the services/goods are received. Significant contractual obligations that can be reasonably estimated are summarized as follows:
(in thousands of dollars)2011 | 2012 | 2013 | 2014 | 2015 and thereafter | Total | |
---|---|---|---|---|---|---|
Rental | 6 | 6 | 8 | - | - | 20 |
Professional and special services | 18 | - | - | - | - | 18 |
Total | 24 | 6 | 8 | - | - | 38 |
The Public Appointments Commission Secretariat is related as a result of common ownership to all Government of Canada departments, agencies and Crown corporations. The Public Appointments Commission Secretariat enters into transactions with these entities in the normal course of business and on normal trade terms.
Services provided without charge: During the year, the Public Appointments Commission Secretariat 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 Public Appointments Commission Secretariat’s Statement of Operations as follows:
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Accommodation | 93 | 94 |
Employer’s contribution to the health and dental insurance plans | 14 | 17 |
Total | 107 | 111 |
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 Public Appointments Commission Secretariat’s Statement of Operations.
The 2009-10 Note 4 (Expenses) for the Public Appointments Commission Secretariat was prepared on the Treasury Board Secretariat reporting requirements for program activities. As a result, charges for Internal Services activities which were included in Oversight of the Governor-in-Council appointments activity in prior years, have now been presented separately. If this reporting requirement had not been implemented, expenses for 2009-10 would have been reported as follows:
2010 | 2009 | |
---|---|---|
(in thousands of dollars) | ||
Program Activity | ||
Oversight of the Governor-in-Council appointments | 404 | 497 |