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November 18, 2020

CALIFORNIA DEPARTMENT OF SOCIAL SERVICES

EXECUTIVE SUMMARY

LETTER TO ALL COUNTY WELFARE DIRECTORS AND FEDERALLY

RECOGNIZED TRIBAL GOVERNMENTS

This letter provides information and guidance regarding the Project Roomkey and

Rehousing Strategy. It outlines the program’s purpose, funding information including

allocation methodology and steps for accepting these funds, and guidance on program

implementation and best practices.

November 18, 2020

LETTER TO ALL COUNTY WELFARE DIRECTORS AND FEDERALLY RECOGNIZED

TRIBAL GOVERNMENTS

TO: ALL COUNTY WELFARE DIRECTORS AND ALL TRIBAL

ADMINISTRATORS

FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR

FAMILY ENGAGEMENT AND EMPOWERMENT DIVISION

SUBJECT: PROJECT ROOMKEY AND REHOUSING STRATEGY

REFERENCE: ALL COUNTY WELFARE DIRECTORS LETTER (ACWDL) DATED

JUNE 1, 2020; WELFARE AND INSTITUTIONS CODE (WIC)

SECTION 8255; GOVERNMENT CODE (GOV) SECTION 8690.6;

ASSEMBLY BILL 89

The purpose of this All County Welfare Directors Letter (ACWDL) is to provide

information and guidance regarding the Project Roomkey (PRK) and Rehousing

Strategy. This new phase of the program builds on existing emergency shelter efforts

while also supporting permanent transitions to safe and stable housing to ensure

homelessness is non-recurring.

On November 16, 2020, Governor Newsom announced $62 million in one-time state

General Fund (GF) from the State’s Disaster Response Emergency Operations Account

(DREOA) to allow PRK operations to continue while transitioning participants to

permanent housing and for technical assistance. The goal of these funds is to ensure

the safety of participants during the ongoing public health emergency and to increase

the rate and speed of rehousing placements out of PRK sites.

This letter includes a description of emergency funding made available to support both

ongoing operations of the statewide PRK initiative and urgent rehousing services for

PRK participants. This guidance includes a description of the program scope and

eligible use of funding, notice of county and tribal allocations available, reimbursement

information, and data collection requirements. Further, this letter provides information

and guidance on rehousing best practices and recommended use of other state and

federal funds to leverage in support of housing surge efforts from PRK sites throughout

the state.

All County Welfare Directors Letter

Page Two

Background and Funding Overview

In March 2020, communities across California began operating PRK, a statewide,

locally driven and state supported initiative to provide emergency non-congregate

shelter (NCS) protective placements (e.g., hotel/motels) for people experiencing

homelessness and in need of isolation. Counties and tribes operating PRK sites have

continued to keep people experiencing homelessness and their communities safe

during the COVID-19 pandemic. In response to the ongoing and increasing spread of

COVID-19, PRK remains critical and is consistent with statewide and national public

health recommendations and guidance.

Program Scope and Eligible Use of Funds

The PRK and Rehousing Strategy funds must be used to offer supports starting from

the point of outreach engagement to participants, through their stay in non-congregate

shelter, and until the participant is stabilized in permanent housing. Therefore, PRK

operators may use PRK and Rehousing Strategy funding described in this letter to

support both continued PRK operations as described in the ACWDL dated June 1,

2020, as well as rehousing activities for current or former PRK participants. Funds must

be used consistent with state and federal law, including Housing First as specified in

Welfare and Institutions Code (WIC) section 8255.

CDSS recognizes that rehousing assistance may be a new component of service

provision within the local PRK; this will be a critical component that PRKs must add (or

bolster) to their current service provision in order to urgently move participants into

permanent, safe and stable housing. The PRK and Rehousing Strategy funding made

available to counties and tribes through this letter is extremely flexible and may be used

to provide housing financial assistance, housing navigation and surge activities, and

housing case management to current or former program participants. Refer to

Attachment Three for additional guidance on operation of PRK and best practices for

rehousing and housing surge activities.

Allocations and Acceptance of Funds

The CDSS will make $59 million available immediately to counties or tribes operating

PRK as of July 2020. The funding available to each county or tribe is proportionate to

the number of occupied PRK rooms reported to CDSS in each community from July

2020 through the date of this letter. Allocation amounts are displayed in Attachment

One. These funds are available for both PRK operations and rehousing assistance.

The remaining $3 million in available funding will be used to provide targeted technical

assistance through experienced housing providers. Additional information on technical

assistance will be released under separate cover.

Counties and tribes wishing to accept the funds outlined in Attachment One must agree

to comply with funding terms and conditions by signing and returning the Director

Certification (Attachment Two). The terms and conditions include a commitment to:

All County Welfare Directors Letter

Page Three

1. Use the funds in accordance with state law, including Housing First, and

applicable funding requirements;

2. Use the funds on the eligible activities as specified in this letter and consistent

with recommended rehousing practices;

3. Engage in ongoing technical assistance with CDSS and CDSS partners,

4. Utilize funds efficiently by leveraging other local, state, and federal funds

available to the community; and

5. Comply with data reporting requirements established by CDSS.

To accept these funds, County Welfare Directors or Tribal Administrators must review

and complete the PRK and Rehousing Strategy Director Certification (Attachment Two)

and return to housing@dss.ca.gov no later than 12:00 p.m. on November 30, 2020.

Note: counties or tribes that are not receiving a PRK and Rehousing Strategy allocation

due to not having any occupied rooms may request funds by emailing

housing@dss.ca.gov by end of day on Tuesday, November 24, 2020. The request

must include a brief description of how the county or tribe plans to open NCS in

accordance with the guidelines described within this letter and outlined in Attachment

Three. Requests will be considered by the CDSS on a case-by-case basis; there is no

guarantee of funds.

Leveraging Resources

Local governments are strongly encouraged to work with their fiscal counterparts and

applicable partners to identify how best to use all available local, state, and federal

funding to secure and maintain hotel/motel rooms for NCS and engage in critical

rehousing efforts. Key partners include cities, housing and public health agencies,

homeless Continuums of Care (CoC), behavioral health, and emergency response

agencies. In addition to the PRK and Rehousing Strategy allocations, PRK operators

are strongly encouraged to continue to strategically utilize all available local, state, and

federal funds to support the ongoing assistance of PRK and Rehousing Strategy

participants. Attachment Three provides additional information on available resources

that can be leveraged to ensure sufficient funds are available to support PRK operations

and rehousing efforts.

Reimbursement and Fiscal Claiming

Counties and tribes will utilize an invoice form to request a reimbursement or cash

advance, or to document actual expenditures of funds that have previously been

advanced. Invoices submitted for the purposes of requesting a reimbursement or to

reconcile expenditures of advanced funds shall report costs incurred in connection to

the project (e.g., costs related to non-congregate shelter, rehousing, etc.) and should

include supporting documentation for those costs. Invoicing and grant reimbursement

instructions will be included in a Memorandum of Understanding (MOU) for all Tribes

allocated funds. Additional information regarding the invoice and reimbursement

All County Welfare Directors Letter

Page Four

process will be provided in the individual county or tribal award letter which will be

issued under separate cover in late November or early December 2020.

The funds available for the PRK and Rehousing Strategy described in this letter

are one-time funds and must be encumbered by June 30, 2021. Note: funds spent

on eligible costs associated with operating NCS may be utilized as a 25 percent local

cost share for FEMA. For more guidance on eligible FEMA expenses, refer to the FEMA

Non-Congregate Shelter (NCS) Guidance on the CDSS Housing and Homelessness

website, including the current approval for reimbursement through November 29, 2020.

Data Reporting Requirements

Counties and tribes participating in the PRK and Rehousing Strategy are required to

report updates on the progress of meeting goals identified in the Director Certification

and related program data elements as determined by CDSS. These requirements build

upon the data reporting needs established in the ACWDL dated June 1, 2020. CDSS

uses a web-based data portal for PRK that will also collect information on rehousing

efforts. This system is mobile-friendly, retains historic data, and allows for day-to-day

review. In addition to continued, daily PRK availability and occupancy reporting,

counties or tribes who are participating in the PRK and Rehousing Strategy are required

to complete reports twice a month on rehousing and outcomes data. The minimum data

reporting requirements for the PRK and Rehousing Strategy are further described in

Attachment Three including a combination of existing, updated, and new requirements.

Additional information, including the reporting due dates and reporting user guide, will

be released under separate cover.

Training and Technical Assistance

Training and technical assistance will continue to be offered to help programs develop,

strengthen, and enhance their non-congregate shelter operations and rehousing efforts.

CDSS anticipates continued PRK office hours, continued dissemination of pertinent

resources and training information through regular statewide newsletters, and ongoing

technical assistance calls as needed. CDSS may connect counties and tribes as

needed with technical assistance providers and housing navigation and landlord

engagement providers to help bolster local efforts. Technical assistance assignments

will be made at the discretion of the CDSS.

If you have any questions or need additional guidance regarding the information in this

letter, please contact the CDSS Housing Branch at housing@dss.ca.gov.

Attachments:

Attachment One: Project Roomkey and Rehousing Allocations

Attachment Two: Project Roomkey and Rehousing Strategy Director Certification

Attachment Three: Project Roomkey and Rehousing Strategy Guidance and Best

Practices

ATTACHMENT ONE

FISCAL YEAR 2020-21 PROJECT ROOMKEY AND REHOUSING STRATEGY

ALLOCATION TABLE

COUNTY/TRIBE

ALLOCATION

Alameda

$3,520,417

Alpine

Amador

Butte

$613,380

Calaveras

$69,505

Colusa

Contra Costa

$2,471,764

Del Norte

$148,567

El Dorado

$213,727

Fresno

$1,735,882

Glenn

$20,000

Humboldt

$246,742

Imperial

$370,113

Inyo

$20,000

Kern

$59,948

Kings

$277,150

Lake

Lassen

$43,441

Los Angeles

$18,642,781

Madera

$45,178

Marin

$450,912

Mariposa

$42,571

Mendocino

$169,418

Merced

$178,975

Modoc

$20,000

Mono

$20,000

Monterey

$456,994

Napa

$464,813

Nevada

$24,327

Orange

$2,286,707

Placer

$284,969

Plumas

$20,000

ATTACHMENT ONE

Riverside

$1,658,558

Sacramento

$2,284,970

San Benito

$117,289

San Bernardino

$1,887,055

San Diego

$727,194

San Francisco

$10,055,604

San Joaquin

$342,311

San Luis Obispo

$20,000

San Mateo

$867,941

Santa Barbara

$408,341

Santa Clara

$2,818,419

Santa Cruz

$812,337

Shasta

$408,341

Sierra

Siskiyou

$32,146

Solano

$620,330

Sonoma

$452,650

Stanislaus

$436,143

Sutter

$83,406

Tehama

Trinity

Tulare

$379,670

Tuolumne

$120,765

Ventura

$820,157

Yolo

$662,033

Yuba

$20,000

Wilton Rancheria Tribe

$20,000

Hoopa Valley

$26,059

Total

$59,000,000

Note: counties or tribes that are not receiving a PRK allocation due to not having any occupied rooms

may request funds; however, requests will be reviewed on a case by case basis and there is no

guarantee of funds. Refer the ACWDL for additional information. Requests will be considered by the

CDSS on a case-by-case basis; there is no guarantee of funds.

County/Tribe Name: ATTACHMENT TWO

PROJECT ROOMKEY AND REHOUSING STRATEGY

DIRECTORS CERTIFICATION

County Welfare Directors and Tribal Administrators wishing to accept the funds made

available to their county or tribe, reflected in Attachment One, shall complete and return

this Project Roomkey (PRK) and Rehousing Strategy Certification by 12:00 p.m. on

November 30, 2020. By accepting these funds and signing the certification below, the

County Welfare Director or Tribal Administrator agrees to the funding terms and

conditions outlined within this letter. This Director’s Certification must be completed and

signed by the County Welfare Director or Tribal Agency Director operating PRK or the

County Welfare Director with whom PRK operators have a formal agreement, i.e. a

Memorandum of Understanding.

Accepting Funds

A county or tribe may accept the amount identified within Attachment One, or a portion

of these funds. Counties and tribes may also indicate their ability to accept additional

funds (in excess of the allocation outlined in Attachment One) should additional funds

be available. Note: if the county/tribe wishes to decline these funds, skip to page 3.

To accept funds, check the appropriate box below (select only one) and complete the

projected number of individuals the county/tribe will serve with these funds. Refer to

Attachment One for allocation amounts.

Accept only the total PRK and Rehousing Strategy Allocation amount in

Attachment One. Complete the amount the county/tribe is accepting: $_________

Accept the total PRK and Rehousing Strategy Allocation amount AND accept

additional funds (if available) beyond current allocation level proportionate to

statewide need of any remaining funds.

Accept only a portion of the PRK and Rehousing Strategy Allocation amount in

Attachment One. Complete the amount the county/tribe is accepting $_________

1. Projected number of individuals the county/tribe will continue to serve or newly

serve in Project Roomkey NCS with these funds: _______

2. Projected number of individuals in Project Roomkey NCS that the county/tribe

will support with rehousing services and assistance with these funds: _______

a. If the number in (2) is less than the total number of PRK occupants as of

November 17, 2020, counties and tribes will be required to submit a

supplemental document describing how the county or tribe intends to

prioritize funding for PRK permanent housing transitions. This information

will be used to ensure counties and tribes are committed to ensuring PRK

participants are transitioned to permanent housing and homelessness is

non-recurring.

County/Tribe Name: ATTACHMENT TWO

Project Roomkey and Rehousing Strategy

Funding Terms and Conditions

I, , County Welfare Director or Tribal Agency Director of

_______________________, certify that I will:

1. Utilize the PRK and Rehousing Strategy funds allocated in accordance with the

eligible uses specified in the PRK and Rehousing Strategy ACWDL.

2. Operate PRK and Rehousing Strategy services consistent with all state and

federal laws, including Housing First as specified in Welfare and Institutions

Code section 8255 and recommended practices outlined in Attachment Three.

3. To the best extent possible, work with applicable partners, including cities,

housing and public health agencies, homeless Continuums of Care (CoC),

behavioral health, emergency response, to identify and strategically utilize all

available local, state, and federal funding to continue to provide NCS and for

rehousing efforts.

4. Collect and report PRK and Rehousing participant data to CDSS including, but

not limited to, daily non-congregate shelter information and regular rehousing

and outcomes data as determined by CDSS.

5. Engage in continuous quality improvement efforts including working with CDSS

staff for training and/or targeted technical assistance.

6. Acknowledge that the CDSS reserves the right to reallocate PRK and Rehousing

Strategy funds should the CDSS determine it is appropriate or necessary to

maximize program impact throughout the state.

I certify that _________________ ___ ______will utilize the PRK and Rehousing

Strategy funding pursuant to the terms outlined above and understand this is a condition

of receiving these funds.

____________________________________ _____________________

Tribal Agency/CWD Director Signature Date

Local Rehousing Lead Contact Information

Please provide the name and contact that is currently leading or will be leading your

county/tribe’s PRK and Rehousing Strategy (local individual who is leading the

rehousing efforts/strategy for PRK participants and an appropriate point of contact for

CDSS). [ ]

click to sign

signature

click to edit

County/Tribe Name: ATTACHMENT TWO

Declining Funds

Counties and tribes that do not wish to accept these funds are asked to notify CDSS by

completing and signing the section immediately below and returning to

housing@dss.ca.gov as soon as possible but no later than 12:00 p.m. on November

30, 2020. CDSS will consider the funds declined if no response is provided to CDSS by

the county or tribe by 12:00 p.m. on November 30, 2020. Note: counties and tribes

accepting funds should not complete this section; refer to page 1.

To decline the funds, check the box below and complete the name and signature of the

County Welfare Director/Tribal Administrator.

Decline the entire amount of PRK and Rehousing Strategy funds available to

county/tribe.

____________________________________ _____________________

Tribal Agency/CWD Director Signature Date

____________________________________

Printed Name of Tribal Agency/CWD Director

ATTACHMENT THREE

Project Roomkey and Rehousing Strategy Implementation Guidance and

Recommended Promising Practices

The purpose of the Project Roomkey (PRK) and Rehousing Strategy is to continue

operation of non-congregate shelter options such as hotels, motels or self-contained

trailers for people experiencing homelessness as well as offer rehousing and housing

surge activities to PRK participants with the goal of protecting human life and minimizing

returns to homelessness for PRK participants.

Project Roomkey and Rehousing Strategy: Overview and Guidance

A. Housing First

Welfare and Institutions Code (WIC) section 8255 requires all state-funded housing

programs incorporate the core components of Housing First. Therefore, the CDSS will

continue to require the PRK and Rehousing Strategy be operated in a manner

consistent the core components of Housing First enumerated in WIC section 8255. For

additional information and resource tools related to Housing First, please refer to the

following:

• NAEH Housing First Fact Sheet

• HUD Exchange Housing First Implementation Resources

• USICH Housing First Checklist

B. Racial Equity

Because COVID-19 has disproportionately affected Black people, Indigenous people,

and people of color (BIPOC), and because of inequities in health outcomes and rates of

homelessness experienced by these populations, both PRK shelter operations and

rehousing strategies should consider racial equity in their design, implementation, and

outcomes assessment. The following resources are available for guidance and

strategies to ensure programming addresses racial disparities:

• NAEH Racial Equity Network Toolkit

• NAEH Racial Equity Resources

• HUD Disaster Response Rehousing: Equity Operations and Best Practices

• HUD Exchange Racial Equity

• HUD Homeless System Response: Equity as the Foundation

C. Eligible Use of Funds

The PRK and Rehousing Strategy funds are flexible and may be used for the following

purposes: continued non-congregate shelter, rehousing assistance, data collection,

and administration. Programs are strongly encouraged to maximize the use of funds on

direct assistance while limiting administrative costs. The guidance below for continuing

PRK and Rehousing Strategy efforts describe recommended uses, detailed allowable

costs, and best practices for ensuring these funds achieve the maximum impact

possible.

ATTACHMENT THREE

1. Guidance for Continuing Project Roomkey (Non-Congregate Shelter)

Public health guidance continues to reaffirm the need for non-congregate shelter for

people experiencing homelessness to protect human life, and to minimize the strain on

the health care system capacity during the COVID-19 pandemic. The goals of PRK are

to locally secure and provide emergency NCS placements to vulnerable individuals

experiencing homelessness in order to protect communities’ most vulnerable people

experiencing homelessness. Populations specifically eligible for FEMA reimbursement

include:

• Individuals who test positive for COVID-19 that do not require hospitalization,

but need isolation or quarantine (including those exiting from hospitals);

• Individuals who have been exposed to COVID-19 (as documented by a state or

local public health official, or medical health professional) that do not require

hospitalization, but need isolation or quarantine; and

• Individuals who are asymptomatic, but are at “high-risk,” such as people over

65 or who have certain underlying health conditions (respiratory, compromised

immunities, chronic disease), and who require Emergency NCS as a social

distancing measure.

The PRK and Rehousing Strategy is intended to continue operating PRK sites and

ensure the aforementioned goals can continue to be achieved. For additional

information on PRK operation reference the PRK ACWDL dated June 1, 2020. The

CDSS Housing and Homelessness Branch website includes additional resources

regarding operations and essential wraparound supports and core services for more

detailed and specific guidance on providing non-congregate shelter. Please contact

CDSS at housing@cdss.ca.gov for additional guidance or strategies to continue PRK

operations.

2. Guidance and Strategies for Rehousing Efforts

PRK sites are intended to be temporary shelter options that enable and facilitate

residents’ transitions to permanent housing. Through the PRK and Rehousing Strategy,

local PRK operators can provide rehousing support which should include financial

assistance in coordination with housing navigation and housing case management

services.

Allowable costs for housing-related financial assistance are listed below:

• Housing barrier removal, including credit repair or legal services.

• Landlord engagement and incentives.

• Move-in costs and housing stabilization costs, including security, utility and pet

deposits, storage fees, and costs associated with making the home habitable (i.e.

furniture and appliances).

• Rental assistance.

• Assistance in making higher level of care placements, such as board and care

settings.

• Other costs the county or tribe determines are necessary to support permanent

housing transitions, with pre-approval from CDSS

ATTACHMENT THREE

Allowable costs for housing-related case management, housing navigation, and surge

activities are listed below:

• Housing-related case management assesses a participant’s specific housing

needs and assists the client in accessing those supports, maintaining the

obligations of tenancy, and achieving housing stability.

• Housing navigation

efforts provide targeted assistance to support participants in

finding safe and decent housing that is affordable and sustainable to clients.

Affordability and sustainability are based on the participant’s income and may be

achieved through rental subsidies, connections to permanent housing, and/or

care facilities. Examples include affordable housing vouchers or higher level of

care placements. Housing navigation may also include housing location and

landlord engagement activities.

• Housing surge refers to coordinated efforts to swiftly rehouse a group of people

experiencing homelessness. Housing surge strategies are often used in

emergency response efforts. PRK operators are encouraged to utilize these

strategies for rehousing efforts. Staff time associated with housing surge efforts

are allowable costs. Additional information below.

3. Guidance on Creating and Implementing a Rehousing Strategy

HUD provides guidance and strategies for planning and implementing an effective

rehousing strategy for residents exiting PRK in their guide Homeless Systems

Response: Rehousing Out of Non-congregate Shelter: Maximizing Placements. This

guide follows disaster response rehousing principles and includes examples from the

field of creating collaborative strategies, including coordinated entry, landlord

engagement, and synching policies and procedures across different stakeholders. It

also provides a checklist with six main steps to getting started and creating a rehousing

strategy:

• Step One: Increase capacity for rehousing out of non-congregate shelter (PRK):

Create dedicated housing navigator capacity, which may include hiring new staff.

• Step Two: Conduct population specific “housing surge fairs” onsite, either outside

to virtually as safety precautions.

• Step Three: Create a process for assessing and matching to rehousing options.

Being creative, flexible, and providing a diverse range of options will help achieve

the most successful outcomes.

• Step Four: Adapt existing Rapid Rehousing (RRH) models, which may require

streamlining and extending “RRH” subsidies where you can (beyond 12 or 24

months). This step also includes ensuring that RRH facilitate transitions to

permanent supportive housing to reduce returns to homelessness.

• Step Five: Boost capacity by matching to other social service resources and

supports (disability benefits, In-Home Supportive Services, etc.) to meet acute

and chronic health needs. CDSS programs can also be supportive programs for

transitions to stable permanent housing.

• Step Six: Create a process to measure outcomes, including racial demographics

to ensure that exits to housing reduce racial inequities.

ATTACHMENT THREE

4. Guidance on Housing Surges

A housing surge is a concentrated, time-limited community effort in which stakeholders

collaborate to connect a targeted group of households to a pre-identified pool of housing

subsidies and units, as well as other services.

HUD has released a guide Homeless System Response: Planning a Housing Surge to

Accelerate Rehousing Efforts in Response to COVID-19 detailing the operational steps

for how to plan and execute a housing surge focusing on residents in non-congregate

shelter, like PRK, and includes detailed guidance on housing navigation and case

management best practices. The guide calls out the following key components of a

successful housing surge:

• Demonstrated Need (a clear and well-defined target population to be served)

• Political Will and Strong Coordination

• Targeted Public and Private Program Funding

• Pool of Housing Units and Strong Landlord Relationships

• Strong Rehousing Programs and Services

• Strong Partnerships for Supportive Services

The guide provides links for each step of the process to examples, resources, and

further guidance. Even if a county is not able to execute an entire housing surge effort,

focusing on any of the elements described in this guide can strengthen a rehousing

effort.

Data Collection Requirements

CDSS is expanding the web-based data portal for the PRK and Rehousing Strategy.

Counties, cities, or tribes who are currently reporting on PRK availability and occupancy

and accept the PRK and Rehousing Strategy funds are required to continue to complete

daily reports in this portal, with updates due at 1 p.m. every day. Minimum reporting

requirements for the PRK and Rehousing Strategy are outlined below. Additional

instruction on new and updated data reporting requirements will be sent to PRK and

Rehousing Strategy leads when available.

A. NEW: Participant Exit Data

Exit data will be submitted twice a month. Further instructions on the due date and time

will be released under separate cover. The portal will collect, at minimum:

1. Total participants served to date; and

2. Total participants that have exited into:

• Permanent housing

• Congregate shelter

• Other non-congregate shelter

• Unsheltered/vehicle/street

• Unknown

• Other

ATTACHMENT THREE

B. UPDATED: Hotel/Motel Data:

Hotel/motel data will continue to be due daily at 1 p.m. with the exception of weekends

and holidays. The portal will collect, at minimum:

1) Information on all hotels and motels available to-date with occupancy

agreements or alterative arrangements with the county or tribe for purposes of

PRK;

2) The population being sheltered (i.e., COVID-19 positive, exposed to COVID-19,

asymptomatic but “high risk”);

3) The number of rooms committed or reserved at the hotel/motel;

4) The number of rooms occupied by PRK clients;

5) NEW: The number of participants in each hotel/motel site; and

6) Whether or not there is a formal agreement executed with the hotel/motel.

C. CONTINUED: Trailer Data

Data on trailer usage will continue to be due daily at 1 p.m. with the exception of

weekends and holidays. The portal will collect, at minimum:

1) Information on trailer sites hosting PRK trailers;

2) Total number of trailers available at the site;

3) Total number of trailers reserved for target populations;

4) Total number of trailers with occupants;

5) Determination of move-in ready status; and

6) Certification of adequate data tracking for purposes of FEMA reimbursement of

trailer use.

III. Guidance on Leveraging Multiple Funding Sources and Programs

As stated in the above letter, local governments are required, to the extent possible, to

identify and strategize on how best to use all available local, state, and federal funding

to continue non-congregate shelter and scale up rehousing efforts. Key partners include

cities, housing and public health agencies, homeless Continuums of Care (CoC),

behavioral health, and emergency response agencies. In addition to the funds made

available through the PRK and Rehousing Strategy, multiple funding sources are

available and are strongly encouraged to be used to support ongoing non-congregate

shelter and rehousing surge activities:

A. Federal Emergency Management Agency (FEMA) Reimbursement

On March 27, 2020, FEMA approved the state’s request for federal reimbursement for

non-congregate sheltering in response to COVID-19. In a follow-up letter dated

April 2, 2020, FEMA clarified that local governments were approved as part of the

March 27, 2020 approval to the state, consistent with the eligibilities and tracking

ATTACHMENT THREE

requirements outlined in the March 27, 2020 letter. The March 27, 2020 FEMA approval

letter describes eligible FEMA reimbursable uses, including eligible populations, and

should further equip communities in evaluating local funds available for this response.

(See the CDSS FEMA Guidance webpage and information under “Fiscal Matters” below

for more information on FEMA non-congregate shelter and PRK.) The majority of PRK

expenditures are federally reimbursable under FEMA, for both hotel/motel room

occupancy agreements and necessary core operating services for FEMA-prioritized

populations, at 75 percent federal share of cost. FEMA has continued to approve

requests for extensions for reimbursement of NCS costs. Extensions are granted on a

monthly basis; currently these costs are reimbursable through November 29, 2020. The

State intends to continue to request these extensions through the public health

emergency.

B. State and Federal Funding Sources

The Guide to Strategic Uses of Key State and Federal Funds to Reduce Homelessness

During the COVID-19 Pandemic describes many state and federal funds available,

eligible activities, and strategic guidance for local use. Of the available funding sources,

the PRK and Rehousing Strategy, Homeless Emergency Aid Program (HEAP), and

Homeless Housing, Assistance, and Prevention Program (HHAP) are among the

funding streams that can be used as the 25 percent cost share for FEMA. In addition to

the guidance offered in the above Guide, the following descriptions and resources are

among those that should be considered for PRK operations and rehousing efforts to

leverage funds and programs for maximum benefit to communities:

• Coronavirus Relief Fund (CRF): In addition to federal allocations, CRF was

distributed to local communities by the California Department of Finance (DOF)

and may be used for PRK operations and rehousing efforts. These funds may be

used for costs incurred from March 2020 to December 30, 2020. The guidance

from DOF describes the allocations, reporting process, and frequently asked

questions. DOF has also made a presentation available to describe the

requirements and eligible uses of CRF funds. These funds may be used as the

25 percent cost share for FEMA, but must be tracked closely to ensure the uses

comply with FEMA eligibility.

• Whole Person Care (WPC): WPC may be leveraged to support PRK clients

through NCS operation as well as services such as connection to behavioral and

physical health and permanent housing. DHCS is seeking approval for an

extension of WPC through 2021 and CDSS is available to offer additional

information to counties that wish to leverage these funds.

• ESG-CV: These funds are eligible to be used on PRK operations, referred to in

the HCD NOFA as non-congregate shelter. Eligible uses include both emergency

shelter and transitions to permanent housing out of emergency shelter. Note: it is

recommended that these funds be prioritized for use on rehousing out or PRK

sites. As a reminder, these funds are not eligible to be used for the 25 percent

FEMA cost share for non-congregate shelter.

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ATTACHMENT THREE

• DSS Programs: Many programs administered by local Departments of Social

Services may be leveraged to support families and individuals in PRK sites and

to support transitions to permanent housing. For example, families in PRK may

be eligible for the CalWORKs Housing Support Program, CalWORKs Homeless

Assistance, or Bringing Families Home, and many older adults and adults with

disabilities may be eligible for Housing and Disability Advocacy Program (HDAP)

or Home Safe. It is strongly recommended that families and individuals who are

not already receiving CalWORKs, CalFresh, Medi-Cal, In-Home Supportive

Services, or other protective services (as appropriate) be evaluated and served

by these programs to support stable transitions to permanent housing.

III. Additional Resources on COVID-19 Response for Homeless Service

Providers

Many resources and guidance documents are available to ensure the safe provision of

services in response to the COVID-19 pandemic. For general information and updates

on the status of COVID-19 restrictions and guidance in California, visit

https://covid19.ca.gov/.

Specific guidance for California homeless services providers on planning for and

responding to COVID-19 was issued by the Business, Consumer Services and Housing

Agency on March 10, 2020 (see Guidance for Homeless Assistance Providers on

COVID-19), in addition to the Centers for Disease Control and Prevention (CDC):

Interim Guidance for Homeless Service Providers to Plan and Respond to COVID-19,

which includes recommendations for homeless service providers on suggested

strategies to help homeless service providers plan, prepare, and respond to this public

health threat.

Resources for People Experiencing Homelessness

• In partnership with Margot Kushel, MD and the UCSF Benioff Homelessness

and Housing Initiative, Recommended Strategic Approaches for COVID-19

Response for People Experiencing Homelessness and a Flow Chart: COVID-

19 Recommended Protocol for People Experiencing Homelessness are

available for local use to support local communities in prioritizing the isolation

of people experiencing homelessness

• Resources for people experiencing homelessness published by the Centers

for Disease Control and Prevention (CDC).

Resources for Preventing and managing the Spread of COVID-19

• State guidance for homeless assistance providers was published on March 18,

2020 by the Business and Consumer Services and Housing (BCSH) Agency.

The guidance identifies how to prevent disease spread among clients and staff

in shelters, provides considerations for sheltering people who are at risk of

infection, including in hotel/motels, and outlines available funding resources.

ATTACHMENT THREE

• Housing and Urban Development (HUD) guidance for limiting infection risk,

health preparedness for homeless assistance providers, preventing and

managing the spread of infectious disease within encampments, and a Webinar

on Infectious Disease Preparedness.

Resources for Shelter Operations

• Center for Disease Control (CDC) interim guidance for operating and preparing

homeless shelters for COVID-19 and steps healthcare facilities can take to

prepare for COVID-19.

• Housing and Urban Development guidance for preventing and managing the

spread of disease within shelters.

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