Maintenance Fund Emergency Repair and Replacement

Expenses eligible for emergency repair or replacement are exclusive to the following list:

• washrooms: fixtures, toilets, sinks, and related skilled labour costs
• major systems: furnace or HVAC system, hot water tank, damaged roof, building foundation, sump pump, flooring, windows, doors, asbestos removal or encapsulation, electrical wiring upgrades and plumbing
• accessibility equipment: wheelchair ramps, lifts, automated doors, modified bathroom equipment, and modified chairs and tables
• safety equipment: fixtures and equipment required by Fire and Safety Regulations (e.g. fire alarms, exit signs, fire doors), damaged car seats, radon detectors, initial purchase of NSF/ANSI certified faucet mount filter for lead treatment in drinking water
• furniture and equipment: strollers, room dividers, cribs, cots, highchairs, and baby gates
• permanent outdoor fixtures: fencing, and resilient ground covering
• outdoor play equipment: repair or removal of damaged outdoor play equipment (e.g. play structures, accessible playground equipment, swings, etc.)

Please note: requests are reviewed on a case-by-case basis. Eligibility of requests are evaluated on a number of factors, including the rationale provided, evidence of the emergency circumstance, the reasonability of the request, and whether the cost is considered to be outside routine and regular service. For clarification or questions about eligible items, please call the Child Care Capital and Community Services branch at 1-888-338-6622, option 5.

Ineligible expenses are any not listed above and include, but are not limited to, the following:

• any costs or expenses incurred prior to funding approval
• small and major appliances (e.g. vacuum cleaner, toaster, blender, microwave, refrigerator, stove, dishwasher, washing machine, dryer, etc.)
• change tables and locking medicine cabinets
• indoor play structures (e.g. climbers, tunnels, floor mats, cushions, etc.)
• large educational materials (e.g., sand/water tables, art easels, art drying racks, etc.)
• replacement of outdoor equipment
• office furniture and equipment (e.g. desks, software, chairs, filing cabinets, telephone, cell phone, multi-function device, fax machine, printers, computers, etc.)
• cleaning services and supplies
• security alarm systems, insurance deductibles
• first Aid and Earthquake Kits, expired fire and life safety equipment (e.g. fire extinguishers, care seats, helmets, etc.)
• sun shelters, free-standing or window-mounted air conditioners
• consumable art and office supplies (e.g. crayons, paints, markers, paper, printer ink, pens, etc.)
• signage, painting
• toys, books, housewares, textiles (e.g. area rugs, window coverings, bedding, pots/pans, dishes, flatware, utensils, brooms, garbage cans, etc.)
• electronics (e.g. televisions, cameras, stereos, CD players, etc.)
• vehicles, lawn mowers, garden supplies
• deposits on leases and rentals
• staff wages or salaries

Note: for clarification or questions about eligible items, please call the Child Care Capital and Community Services branch at 1-888-338-6622, option 5.

Review the following in full before beginning your application form:

• eligibility requirements on the ChildCareBC Maintenance Fund page
• exclusive list of eligible expenses for emergency repair and replacement
• additional information below, including the Terms and Conditions.

To support your application, you will need to supply the following information and documents:

• a detailed rationale for the request that describes the emergency circumstance and speaks directly to the health and safety of children or risk to facility closure
• documented evidence of the emergency circumstance, such as:
  • Licensed Child Care Facility Inspection Report or Incident Report completed at the time of the emergency, requiring the repair or replacement of items*
  • insurance company report
  • report by a bylaw officer
  • fire-safety inspection report
  • report from a home or building inspector that verifies the nature of the emergency
  • for lead treatment in drinking water: lab test results showing the amount of lead detected
• the facility’s number of licensed child care spaces by care type, as seen on the licence
• two separate written quotes or estimates from two different companies for each requested expense
• a current copy of the facility’s valid Community Care and Assisted Living Act licence
• the organization's CCOF Identification Number

Please note: Photographs may be submitted as supporting evidence of the emergency circumstance but will not be accepted on their own as proof of the emergency circumstance.

*Please do not contact your local Health Authority office or Licensing Officer for a letter of support. In circumstances where the inspection or incident report is unavailable, you must obtain one of the other reports listed.

Submit the completed ChildCareBC Maintenance Fund application form and include all of the mandatory documents.

Two detailed written quotes are required to be submitted with the application. Quotes must be from companies that are a third party at arm’s length from one another and the applicant. Applicants who provide invalid or otherwise deficient quotes in this regard can be disqualified at the sole discretion of the ministry. All written quotes must include the following components:

1. name of company or individual providing the service/items
2. quantity of the items requested
3. date and length of time quote is valid
4. description/scope of work involved
5. total or estimated cost, total or estimated tax amount, and the total or estimated cost after taxes (in Canadian dollars)

Please note: the Province reserves the right to verify all information with third party sources. Additional information may be requested during the application process.

Proof of payment submitted with the Financial Reconciliation Report should reflect the purchase of all eligible expenditures and include the following components:

1. verifiable receipts (e.g., transaction receipts), indicating the item purchased, amount paid and date
2. invoices with zero-dollar balances with a corresponding receipt of payment (if applicable), such as bank statements or a copy of the cheque used in the transaction
3. name of company/individual from which items or services were purchased
4. date of purchase
5. itemized description of the products purchased

Please note: payments made with cash will not be accepted without invoices and proof of payment of the transaction.

If only one estimate or quote is available, please contact the program area.

If, in the opinion of the ministry, the recipient’s Financial Reconciliation Report does not reflect the purchase of approved items up to the dollar value of the grant, follow-up information or repayment may be requested. Additionally, if recipients eligible for CCFRI do not enroll, a request to repay the funding may be made.

Please note: to remain eligible for this funding in the future, and any other funding offered through the Child Care Capital and Community Services Branch, an organization must be in good standing with the ministry.

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 all funds are not spent on these items, a request to repay the remaining funding will be made.