Childcare BC Maintenance Fund: Maintain, Repair or Relocate Your Facility

The Childcare BC Maintenance Fund helps licensed child care facilities address maintenance issues that may impact children’s health, safety, or well-being, or cause a facility to close. The fund also assists with relocation costs, if the relocation is required for the provider to remain in compliance with requirements under the Community Care and Assisted Living Act.

The Childcare BC Maintenance Fund contributes to both the Quality and Accessibility pillars of the Childcare BC plan by making funding available for all licensed child care providers to help maintain their facilities.

Since April 1, 2019, the Fund has successfully allowed nearly 700 providers to upgrade equipment, relocate or have repairs done to meet licensing standards and ensure that children at their facilities are able to learn in a safe environment. 

As of August 1, 2019, the budget for the Childcare BC Maintenance Fund is fully subscribed.

However, applications for emergency funding will continue to be considered for sudden and unexpected circumstances that pose a danger to the health, safety, and well-being of children being cared for and/or would result in a facility closure.

Please refer to the amended Childcare BC Maintenance Fund Guidelines for complete details before applying for emergency funding.

Regular funding under the Childcare BC Maintenance Fund will resume on April 1, 2020.

Repairs or Replacement

Eligible licensed child care providers can apply for funding to help address the cost of maintenance issues due to emergency circumstances that impact children’s health, safety, and well-being, or could result in facility closure.

Currently, the program is only accepting applications seeking funding due to emergency circumstances (until April 1, 2020).

Eligible applicants include:

  • Licensed Group, Multi-Age, and Preschool providers, including non-profit societies, local governments, school boards, public institutions, partnerships, sole proprietors, corporate or limited companies, and Indigenous Nations
  • Licensed personal residence care providers

A comprehensive list of eligibility requirements can be found in Section 2 of the funding guidelines.

Eligible applicants can receive, per fiscal year:

  • Up to $10,000 per facility for non-profit licensed providers;
  • Up to $5,000 per facility for private licensed providers; and
  • Up to $2,000 per facility for licensed personal residence providers, regardless of licence type.

Eligible items and expenses are listed in Appendix C of the 2019/20 Childcare BC Maintenance Fund guidelines.

Examples of eligible items and expenses include:

  • Hand-washing sink, hot water tank, and major appliances;
  • Washroom fixtures, counters, and change tables;
  • Furnace/HVAC system, leaking roof, building foundation, sump pump, flooring, windows, doors, asbestos removal or encapsulation, secure entrances, electrical wiring upgrades, and plumbing;
  • Wheelchair ramps, lifts, automated doors and accessible bathroom equipment;
  • Fire alarms, exit signs, fire extinguishers, first aid kits, earthquake kits and fire doors;
  • Repair or removal of outdoor play equipment; and
  • Strollers, room dividers, locking medicine cabinets, cribs/cots, highchairs, and baby gates.

Ineligible items and expenses are listed in Appendix D of the 2019/20 Childcare BC Maintenance Fund guidelines.

Examples of ineligible items include:

  • Small appliances;
  • Indoor play structures;
  • Office equipment;
  • Cleaning supplies;
  • Security alarm systems;
  • Consumable art/office supplies; and
  • Vehicles.

Applicants are required to have a CCOF identification number prior to applying for the Childcare BC Maintenance Fund. If the organization is a Universal Prototype Site, please contact the program area at 1-888-338-6622 (option 5).

Step 1: Review the funding guidelines

Step 2: Complete the online Childcare BC Maintenance Fund Application

Step 3: Prepare the required documentation, which includes:

  • Two (2) separate detailed quotes or written estimates from different companies for each item requested;
  • A description of the emergency circumstance and a detailed rationale for each request that speaks directly to the health and safety of children, and/or facility closure;
  • Evidence of the emergency circumstance (e.g. inspection report); and
  • A copy of your current valid Community Care Facility Licence.

Step 4: Submit the application online with the supporting documents attached.

Step 5: After receiving approval, apply to enroll in the Child Care Fee Reduction Initiative (CCFRI), if eligible.

Step 6: After receiving approval for the CCFRI and the approved expenditures have been purchased, submit a Childcare BC Maintenance Fund Financial Reconciliation Report Form within 60 business days of receiving the Maintenance Fund approval letter. For more information on the reconciliation process, see Section 4 of the funding guidelines.

 

Relocation

Licensed Group Child Care providers (including licensed Preschool and Multi-Age providers) can apply for up to $25,000 per physical address to help cover the cost of required relocation due to emergency circumstances. To be eligible, a provider must not be operating from a property that is also used as a home or dwelling.

Currently, the program is only accepting applications seeking funding due to emergency circumstances (until April 1, 2020).

The following providers can apply:

  • Private Licensed Group Child Care providers, including sole proprietorships, partnerships, and limited and corporate companies
  • Non-profit Licensed Group Child Care providers, including local governments, boards of education, public institutions and Indigenous Nations

Relocation support is not available to licensed personal residence care providers, regardless of licence type.

Applicants must have a CCOF identification number before applying for the Childcare BC Maintenance Fund. If the organization is a Universal Prototype Site, please contact the program area at 1-888-338-6622 (option 5).

Step 1: Review the funding guidelines.

Step 2: Complete the online Childcare BC Maintenance Fund Application

Step 3: Prepare the required documentation, which includes:

  • Two (2) separate detailed quotes or written estimates from different companies for each item requested;
  • A description of the emergency circumstance resulting in the required relocation and a rationale for each request;
  • Evidence of the emergency circumstance (e.g. Eviction Notice); and
  • A copy of your current valid Community Care Facility Licence.

Step 4: Submit the application online with the supporting documents attached.

Step 5: After receiving approval, apply to enroll in the Child Care Fee Reduction Initiative (CCFRI), if eligible.

Step 6: After receiving approval for the CCFRI and the approved expenditures have been purchased, submit a Childcare BC Maintenance Fund Financial Reconciliation Report Form within six (6) months of your completed relocation, or upon immediate receipt of your facility licence. For more information on the reconciliation process, see Section 4 of the funding guidelines.

 

Apply

Applications seeking funding due to emergency circumstance will be accepted until April 1, 2020.

Apply

Frequently Asked Questions

Each request must be substantiated with evidence of an emergency circumstance in order for an application to be considered for funding. This evidence may include (but is not limited to):

  • Eviction Notice;
  • Unplanned or unforeseen lease termination letter;
  • Licensed Child Care Facility Inspection Report and/or Incident Report completed at the time of the emergency, requiring the repair or replacement of items, or relocation of the child care facility;
  • Insurance company report;
  • Report by a bylaw officer;
  • Fire-safety inspection report; or
  • Report from a home or building inspector that verifies the nature of the emergency.

Requests are reviewed on a case-by-case basis. Eligibility of requests are evaluated on a number of factors, including the rationale provided, the reasonability of the request, and whether the cost is considered to be outside routine operating expenses. Additionally, eligible expenses must be directly related to the repair or replacement of eligible items in an emergency circumstance that are required to maintain health and safety of the licensed child care facility. The eligibility of an expense is not solely reliant on its inclusion on the Eligible Expense list, included in Appendix C of the Funding Guidelines. If you have questions, the Child Care Capital and Community Services Branch staff can provide more details on why your request for funding was denied. The program can be reached at 1-888-338-6622 (option 5).

Applicants for the Childcare BC Maintenance Fund are required to participate in the Child Care Operating Funding program and enroll in CCFRI to ensure recipients of the funding are participating in Government’s commitment to affordable child care.

Under the CCFRI policy, providers are required to exhaust all other sources of Ministry funding before proposing an exceptional fee increase. As such, providers must apply to the Childcare BC Maintenance Fund for any relevant eligible expenses, if applicable, before being approved for an exceptional fee increase under the CCFRI.

Apply for CCFRI: Submit a Program Confirmation Form for the CCFRI for the 2019/20 contract term. You must do so to be eligible for funding under the Childcare BC Maintenance Fund.

  • If your CCFRI application includes a proposed exceptional fee increase to cover an expense eligible under the Maintenance Fund, you must apply to the Maintenance Fund to show you have exhausted all other sources of Ministry funding before increasing fees by a non-standard amount.

Apply for Maintenance Fund: Submit an application for the Childcare BC Maintenance Fund. Currently the program is only accepting applications seeking funding due to emergency circumstances (until April 1, 2020).

Processing and outcome: The Ministry will process your application(s) and contact you with any questions and/or about the outcome of your application(s). For example:

  • If approved for Maintenance Funding, the Child Care Operating Funding program will contact you about any adjustments needed to your CCFRI Program Confirmation Form to reflect how the approved Maintenance Funding may eliminate or reduce your proposed exceptional fee increase(s). The Ministry would then continue assessing your facility’s CCFRI application, providing an outcome as soon as possible.
  • The Ministry may grant you temporary CCFRI approval while it completes the assessment of your CCFRI Program Confirmation Form. If your facility received temporary approval for CCFRI for 2019/20, that approval will continue as long as your fees remain at the levels previously approved by the Ministry.
  • If it is determined your facility is not approved for CCFRI but has received Maintenance Funding, the Ministry will work with you to determine next steps.

No, but the program requires recipients to submit a Financial Reconciliation Report with supporting documentation once the repair, replacement, or relocation is complete. Failure to submit this could result in a request to repay the funding.

No. The program requires recipients to purchase only the items requested and approved on the application, as indicated in the approval email from the ministry. If funds remain or are unspent, a request to repay funding will be made.

Repair and/or replacement projects must be financially reconciled within 60 business days from the date on the funding approval email. Financial reconciliation of relocation projects must occur within six months of the date of the relocation, as indicated in your application.

No. The funding guidelines state that the Childcare BC Maintenance Fund expenditure must be approved before any items are purchased or work is completed. The only exception to this would be in the case of an emergency, such as fire or flood. In these circumstances, the program needs to be alerted of the emergency at the time it occurs in order to consider reimbursement of expenses once the application is submitted after the emergency. The program can be reached by phone at 1-888-338-6622 (option 5), or by email at MCF.CCRR@gov.bc.ca.

No, the licensee who is the entity that is relocating needs to apply to the Childcare BC Maintenance Fund and indicate the reason for the relocation.