Audit Services Invitation to Tender

The Clayoquot Biosphere Trust Society (CBT) is requesting tenders from qualified firms of public accountants to audit the financial statements of the CBT for the year ending December 31, 2021, and if a contract is assigned for each fiscal year ending during that period.

Any inquiries concerning the request for tenders should be directed to Rebecca Hurwitz, Executive Director. 

The tender must be received by Rebecca Hurwitz at PO Box 67, Tofino BC, V0R 2Z0 or electronically at rebecca@clayoquotbiosphere.org by 4:30 pm on Friday, November 19, 2021. Those presented will be evaluated by a special committee selected by the Board of Directors of the Society. 

It is anticipated the selection of a firm will be completed by Thursday, December 9, 2021.  Download a PDF of this Audit Services Invitation to Tender Document

1) About the CBT 

The Clayoquot Biosphere Trust (CBT), designated under the UNESCO Biosphere Program, was incorporated under the Society Act (British Columbia) to provide support for local projects related to increasing local capacity, knowledge, participation and innovation through research, education, and training initiatives for the sustainable development of the Clayoquot Sound Biosphere Region in 2000. The society is registered under section 149(1)(j) of the Income Tax Act (Canada) and is exempt from income taxes.  

The CBT is governed by a volunteer Board of Directors, currently comprised of up to 10 Primary Directors, and up to 9 Alternate Directors which normally meets 7 times per year. 

2) Financial Position 

In 2000 CBT received a $12 million endowment fund (Canada Fund) which was provided by the Government of Canada. Pursuant to the Canada Fund Agreement dated May 5, 2000, the Canada Fund is legally obligated to maintain the equivalent level of the original $12 million over its life including annual cost-of-living adjustments for inflation. As of December 31, 2020, the Canada Fund Investment was valued at $17,717,775. 

Income from the Canada Fund is also the main source to support CBT programs and initiatives, aside from grants, and financial agreements with program partners. The annual operating budget is approved by the board of directors as part of the strategic/business planning process. Over the past decade, the operating budget has increased as the Canada Fund, and the capacity and programs of the CBT, grew from $590,450 in 2010, to $1,245,140 in 2020. 

As a community foundation, the CBT works with donors to create a diversity of endowment funds. As of 2020, the CBT administers nine funds with a total fund balance of 1,260,422 as of Dec 31, 2020. 

All endowment funds are managed by Vancouver-based Genus Capital Management and is invested using a fossil fuel free mandate. Genus meets regularly with the CBT’s investment committee, industry specialists who volunteer as CBT investment advisors. 

Audited financial statements for the year ended December 31, 2020, and other governing documents can be found on the CBT website (https://clayoquotbiosphere.org/about-us/board-of-directors). 

3) Nature of services required and Key dates 

The CBT Board and Management desire the auditor to express an opinion on the fair presentation of the general-purpose financial statements in all material respects. The audit shall be performed in accordance with generally accepted auditing standards as set forth by the Canadian Institute of Chartered Accountants. The CBT follows Canadian accounting standards for not-for-profit organizations and uses Community Suite fund accounting software to prepare financial statements and to report on their various funds. 

Following the completion of the audit of the fiscal year’s financial statements, the auditor shall issue a report on the fair presentation of the financial statements. 

The auditor shall also communicate in a letter to management an evaluation of internal control and areas of concern or weaknesses encountered during the audit, as well as recommendations for improvement. 

Key dates: 

  • Financial year end – December 31st 
  • Submission of year-end financial reports and supporting documentation to auditor – mid-February 
  • Completion of field work – mid-March 
  • Delivery of draft audit report and draft financial statements, management letter and post audit report – late March/early April 
  • Presentation of audit report and findings to CBT board – late April 
  • Presentation of audit report and findings at AGM – late May 

4) Tender Format and Process 

The format and content of the tender submission is left to the discretion of the invited firm but must, as a minimum, address the requirements below. 

  • License to perform audits from the Public Accounting Board of British Columbia. 
  • A commitment for providing reasonable annual continuity of experienced and qualified personnel. 
  • A commitment to meeting all reporting deadlines. 
  • The resources available to address the scope of the audit services required. 
  • Not-for-profit sector experience and expertise. 
  • An efficient approach to the audit, including an annual review of internal controls. 

Selection of a suitable audit firm for appointment as auditor will be based upon the following criteria which should specifically be addressed in the tender submission: 

  • Provide a brief description of your firm. 
  • Describe your experience in auditing not-for-profit or charitable organizations. 
  • Provide names, qualifications and bios of personnel who would be assigned to the CBT, and where they would be located. 
  • Provide a description of your approach to the audit and any special conditions. 
  • Provide an estimate of the anticipated hours, broken down by individual to be assigned or by responsibility level. 
  • Provide the names of three references who we may contact. 
  • Please detail all fees, including expenses, associated with the services being proposed.  

Contact 

Proposals can be mailed to Clayoquot Biosphere Trust, Rebecca Hurwitz, PO Box 67, Tofino BC, V0R 2Z0 or send electronically to rebecca@clayoquotbiosphere.org. 

Deadline for submission is 4:30 pm on Friday, November 19, 2021 

Note that in the selection process the lowest tender in terms of all-inclusive maximum cost will not necessarily be accepted. 

Announcing the fall 2023 Culture Neighbourhood Small Grants!

December 6, 2023
We are excited to share this list of grass-roots community projects that received Culture Neighbourhood Small Grants (NSG) this past fall cycle. This has been our most successful cycle to date, with a total of 33 projects in the region, 15 projects for Clayoquot Sound NGS and 18 for Ahousaht NSG!

Holiday Giving Unites Communities

December 4, 2023
As the holiday season draws near, the timeless tradition of holiday giving beckons, transcending cultures and religions, and embodying the spirit of generosity and compassion. In the heart of this global tradition lies an opportunity to make a positive impact on local organizations that sustain our region to help advance their mission far beyond the holiday season.

Truth, Honour & the Way Forward

November 20, 2023
In partnership with Ucluelet Secondary School (USS), the Legacy of Hope Foundation, and Canadian Heritage, the CBT hosted an exhibit to honor the National Day for Truth and Reconciliation. Take a look at the video to learn more about the event.

CBT's Youth Intern, Reflects on her Beach Cleanup Experience

August 28, 2023
This summer, CBT's Youth Intern, Janessa, has been supporting us in a wide range of projects across the organization and also participated in initiatives hosted by other local non-profits. One of our goals was to offer her the opportunity to experience diverse types of work as well as acquire skills and knowledge in many different fields. Learn about her time with Surfrider Pacific Rim where she helped remove debris from a local beach.

Join our team as Administrative Assistant

August 18, 2023
PLEASE NOTE: Applications are now closed for this position.  The Administrative Assistant will support the CBT across all program areas. The successful candidate will coordinate the day-to-day administration and operations of the CBT office, creating a welcoming space, updating administrative practices, and maintaining records. They will work closely with the Executive Director to support the Board of Directors, as well as work closely with the Finance Coordinator to assist with bookkeeping processes. The Administrative Assistant will work across the CBT to support our programs and events.

Announcing the Spring 2023 Neighbourhood Small Grants!

June 27, 2023
We are excited to share this list of grass-roots community projects that received Neighbourhood Small Grants this past spring cycle. NSG makes empowering, accessible opportunities for residents from all demographics to make their communities more inclusive, and vibrant places to live. Check out the projects below and reach out to marianne@clayoquotbiosphere.org if you want to connect to a project leader and participate.

National Truth and Reconciliation Exhibit

June 13, 2023
Here is a video that was created last year in partnership with the Ucluelet Secondary School, the Legacy of Hope Foundation, and Canadian Heritage to honor the second annual day for Truth and Reconciliation. We have partnered again this year to bring this impactful youth-led learning opportunity for our third annual exhibit.

Hišinq – “All Together”

June 12, 2023
Have you heard that the Clayoquot Biosphere Trust (CBT) is building a Biosphere Center? You might have read about it online or in local print media, maybe you heard it on the radio, or perhaps you joined us for the open house that took place at the current CBT office. However, you might not be aware that the CBT has been working on this project for over a decade and has taken many steps to create a space that will serve and reflect the values held by each community in the region.

We're looking for a new team member! (PDF) 221.42 KB

April 21, 2023
PLEASE NOTE: This position has been filled. The Clayoquot Biosphere Trust is seeking an intern to provide support for a range of projects across the organization. This position will provide opportunities to work alongside and be mentored by different team members, learning about and providing administrative support for projects aligned with the candidate's skills and interests.

Vital Grants - Looking Back & Looking Forward

January 18, 2023
Five years ago, CBT launched Vital Grants: a stream of partnership funding to address regional priorities and complex challenges that influence sustainability in the Clayoquot Sound Biosphere Region. Vital Grants were launched in response to grantee feedback that small grants (e.g. $5000) and short timelines make it difficult to address larger issues

Join our team as Director of Partnerships for Conservation

January 9, 2023
Reporting to the Executive Director, the Director of Partnerships for Conservation will build out a new role collaborating with partners on conservation projects, as well as leading research, planning, and engagement activities linked to the Clayoquot Sound UNESCO Biosphere designation and Canada Target 1. The individual participates in relevant networks and committees aligned with key projects and contributes to the objectives of the Canada Fund Agreement, the MAB Statutory Framework and the MAB Lima Action Plan.

The 2022 Holiday Giving Catalogue is here

December 2, 2022
'Tis the season for giving and standing tall as a region. We're honoured to bring back the Giving Catalogue—an annual collaborative holiday initiative.

Living Building Challenge

October 5, 2022
CBT has committed to achieving the Living Building Challenge! LBC provides a sustainable framework for the design and construction of buildings and cultivates a symbiotic relationship between people, communities, and nature. Living Buildings are regenerative and inspire innovative methods of construction throughout the building!

2022 Discretionary Grants

September 6, 2022
Each year, the CBT provides funding up to $5,000 for small projects that promote the health of individuals, communities and ecosystems throughout the Clayoquot Sound Biosphere Region. Each granting stream is overseen by an advisory committee of local volunteers who have an interest and expertise related to the grant.