FNC-R-2: Use of Facilities and Grounds for Commercial and Non-Profit Use: Child Care

Access and Type of Facilities 

The Board of Education of School District No. 39 - Vancouver (the “Board”) permits licensed non-profit child care programs to lease the following district assets: 

• vacant school facilities;
• space within operating Vancouver schools;
• space on VSB school grounds for the installation of temporary portable facilities.

The Board recognizes that its primary obligation is to provide elementary and secondary educational services.  Child care programs will only be permitted to use  Board district assets as long as they do not negatively affect the operation of Kindergarten to Grade 12 (K - 12) education programs. 

The Board may grant the non-school use of its school facilities provided that there are no additional operating costs to the Board.  Child care programs may use Board district assets as long as space is not required for the K - 12 education program.  Any additional maintenance or custodial costs are the responsibility of the program operators. 

As school populations are dynamic, it is difficult to accurately assess the short and long-term enroling space needs in Vancouver schools.  It is also difficult to find alternative accommodation for child care programs in the short term.  For these reasons, unused classroom space in Vancouver schools should be available on an annual basis for child care programs. 

Portable facilities may be approved for child care programs on school sites if the installation can be paid for from outside funds and does not compromise field uses nor restrict opportunities for the Board to place other portables on site required for enroling classes. 

The operation of child care programs operating in Board facilities should not compromise building security .

Lease

All child care programs are required to have a lease agreement with the Board.  Child care programs operating in vacant school facilities must arrange their lease through the Planning and Facilities Division and the Rentals Section.  For programs operating within Vancouver schools or in Board portables, the lease agreement should be arranged through the Rentals Division.  Any changes in the proposed uses of space, hours of operation, or licensed capacity must be approved by the school administrator and the Planning & Facilities Division, and be reflected in a revised lease.

Tenure 

Grounds leases range in duration between two to five (2-5) years.  An annual lease is provided for child care programs in vacant school facilities, in operating Vancouver schools, or in Board portables.

Times 

Child care programs using vacant or closed school facilities or Board portables on school sites may operate their programs between the hours of 7:00 am and 6:00 pm, Monday through Friday throughout the year on days when school is in session.  Operation of the program on days when school is not in session must be confirmed with the school and the Rentals Section. 

The hours of operation of the child care programs using space within Vancouver schools will be determined during the approval process.  In determining the hours of operation, consideration will be given to building security issues, the impact of the program on the school's education program, and its impact on the surrounding community.

Renewal or Termination 

A grounds lease or a lease for a vacant school facility must be renewed through the Planning and Facilities Division.  For programs operating in Vancouver schools, the lease is renewed through the Rentals Section.  The approval of the school administrator and the Director of Planning and Facilities, or designate, is required for all lease agreements for child care programs.

Procedures for Approval Process for a Child Care Program 

Non-profit groups wishing to establish a child care program in a Vancouver school building or on school grounds must receive various approvals before establishing their program.  The sequence of the approval process is listed. 

1. The non-profit group should initiate discussions with the principal, and seek agreement in principle that the program has beneficial aspects.  Potential space and a site for the program should be identified and reviewed with the Planning and Facilities Division. 
2. The group should submit a written request to the Planning and Facilities Division together with a letter of support from the school administrator.  Proposed plans will be reviewed with the school administrator, Community Care Facilities Licensing staff, and district staff as required.  All security issues and other potential impacts must be addressed. 
3. If approvals are granted, the Planning and Facilities Division will make necessary arrangements with the Operations, Maintenance,  and Accounting Divisions to ensure that all Board requirements regarding the placement of the program are met. 

Liability and Responsibilities 

The Board has no legal liability for the operation of the child care program; liability insurance is the responsibility of the child care program.  The school has no legal obligation in the area of the supervision or financial matters of the child care centre.  Responsibility for children who become ill during the day or are not picked up from the child care centre in the evening lies with the child care centre supervisor. 

Furniture and Equipment Used 

The provision of furniture and equipment, including a telephone and separate telephone line, is the responsibility of the child care program.  The child care program will be responsible for reimbursing the Board for any breakage or loss as a result of misuse of school equipment or damage to school facilities. 

Renovations 

For programs operating in Vancouver schools, any proposed alteration to the building, including Board portables,  that are required by Licensing or desired by the program, must be approved by the principal and Planning and Facilities Division, and all costs must be borne by the child care program.  Program operators must contact the Planning and Facilities Division to make arrangement to obtain cost estimates from the  Board Maintenance Workshop.

DMT Responsibility: FSS