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11-17-22 Agenda PacketSCHERTZ HISTORICAL PRESERVATION COMMITTEE SCHERTZ COUNCIL CHAMBERS 1400 SCHERTZ PARKWAY, BUILDING #4 SCHERTZ, TEXAS 78154 Call to Order Introduction of Guests (P. Barnes) Discussion and /or Action Items 1• Minutes - Consideration and/or action regarding the minutes of the regular meeting of October 27, 2022. (P. Perez) 2. Fund Expenditures - Consideration and/or action regarding the submission of member expense vouchers and approval of fund expenditures. (P. Perez) 3• Committee Member Shirts (P. Perez) • New Shirts with New Logo • Baseball Caps with New Logo • Magnetic Name Tags New Business Subcommittee Reports 4• By -Laws (C. Hormel, Coordinator) • Review and approve only highlighted areas (P. Perez in C. Hormel's Absence) November 17, 2022 Schertz Historical Agenda Page 1 5. Books /Calendars Report - Consideration and/or action regarding book sales activities during the last quarter and other fiscal activities. (R. Wise, Coordinator) • Report Book Sales • Updating Schertz Historical Books • Developing a 2024 SHPC Picture Calendar 6. Car Show 2023 (P. Holmes, Coordinator) • Planning 7. Main Street Restoration (P. Perez, Coordinator) • Pat Barnes, Ex- Officio • Becki Babcock • Patrick Holmes • Christopher Hormel • Miguel Vazquez 8. Landmark/Historical Properties /Cemeteries (P. Perez, Coordinator) • Need at least three additional members 9. Newsletter/Remembrances (R. Wise, Coordinator) • Distribution list? • How distributed? • Newsletter Production by Cyndi Simmons 10. Heritage Days Picnic (R. Wise, Coordinator) • Need at least three additional members 11. SHPC Webmaster (B. Babcock, Coordinator) 12. City Museum Discussion (P. Barnes) • Per By -Laws, Article II, Purpose: "The objective of the committee will be to create a City Museum to contain pictures, artifacts, and other historical items related to the City's past." • Main Street - Old Schertz - Possible use of buildings • With Main Street Planning, this location could provide easy access for the community • Could be part of Main Street Restoration Subcommittee November 17, 2022 Schertz Historical Agenda Page 2 Old Business Requests and Announcements 13. Request by Committee Members that items be placed on a future agenda • Main Street Restoration Subcommittee Projects • Becki Babcock suggested Historic Homes Placards • Texas Heritage • Grant on Main Street - Recommendation on property improvement 14. Requests by Committee Members to the City Manager and Staff for Information 15. Announcements by Committee Members 16. Announcements by Chair /Co -Chair (P. Barnes /P. Perez) • Next Meeting - January 26, 2023 • No December meeting • Holiday Dinner - Local restaurant with spouse /guest • Dates to consider - Friday, December 2 or Friday, December 9 Adjournment CERTIFICATION I, CYNDI SIMMONS, ADMINISTRATIVE ASSISTANT, CITY MANAGEMENT OFFICE, OF THE CITY OF SCHERTZ, TEXAS, DO HEREBY CERTIFY THAT THE ABOVE AGENDA WAS PREPARED AND POSTED ON THE OFFICIAL BULLETIN BOARDS ON THIS THE 10TH DAY OF NOVEMBER, 2022 AT 3:00 PM WHICH IS A PLACE READILY ACCESSIBLE TO THE PUBLIC AT ALL TIMES AND THAT SAID NOTICE WAS POSTED IN ACCORDANCE WITH CHAPTER 551, TEXAS GOVERNMENT CODE. Cyndi Simmons I CERTIFY THAT THE ATTACHED NOTICE AND AGENDA OF ITEMS TO BE CONSIDERED BY THE CITY COUNCIL WAS REMOVED BY ME FROM THE OFFICIAL BULLETIN BOARD ON DAY OF .2022. TITLE: This facility is accessible in accordance with the Americans with Disabilities Act. Handicapped parking spaces are available. If you require special assistance or have a request for sign interpretative services or other services, please call 210- 619 -1030. November 17, 2022 Schertz Historical Agenda Page 3 SCHERTZ HISTORICAL PRESERVATION COMMITTEE THURSDAY, OCTOBER 27, 2022 6:30 PM MEETING MINUTES Committee Members in Attendance: Patricia Barnes Becki Babcock Sue Boissonneault Robert Durham Chris Hormel Pete Perez Dr. Miguel Vazquez Roz Wise Committee Members Absent: Jesse Gonzales Patrick Holmes Paul Ringenbach Tricia Whitman Judy Womack City Representatives in Attendance: Brian James Jill Whittaker Mayor Ralph Gutierrez CALL TO ORDER Meeting called to order at 6:00 PM by,Chairperson Patricia Barnes. INTRODUCTION OF NEW MEMBERS 1. Becki Babcock, Bob Durham, and Chris.,Hormel'introduced themselves. DISCUSSION AND /OR ACTICIN ITEMS 1. (Moved from OLD BUSINESS in consideration %pf,Mayor Gutierrez's presence). Schertz /Cibolo Historic Cemetery Association Request —.Consideration and /or action regarding the request by the Schertz - Cibolo Cemetery Association for a $2,000 grant to assist with purchase of a State Historical Marker. Dr. Miguel Vazquez reports that the request for a historical marker has been approved by the Texas State Historical Commission. Although we pay for the marker, the marker technically belongs to the State of Texas. It has been a 2 -year process thus far. Mayor Gutierrez spoke about the long process for applying and the value of the $2,000 in adding another destination stop for visitors to our city. He is in support of the request for the $2,000 marker fee. Miguel Vazquez also announced that they've received a $20,000 grant from GVEC that will immediately be spent on a rain catchment system. Roz Wise asked what is the total cost for the marker? Miguel Vazquez responded that the current cost is $2,000 and increasing. Pat Barnes asked what the difference is between the $2,000 he's asking for and the $5,000 level that's also included on the document. Miguel Vazquez responded that with the $2,000 they will be giving recognition to the committee and the city through their website and social media. If the committee agrees to contribute at the $5,000 level, they will put a permanent sign at the cemetery that would acknowledge the committee and city. Chris Hormel asked has anyone looked into what publications will need to be updated once this historical marker is approved. Miguel Vazquez answered, yes, it will be entered with revisions of publications. Pat Barnes voiced her concern that other cemeteries will start coming to us and asking for money. Brian James advised that we currently have just under $24,000 in our budget. SHPC Minutes 10 -27 -22 Page 1 of 6 Pete Perez motioned to approve the $2,000 expenditure and Sue Boissonneault seconded. Motion passed unanimously. a. Form Sub - Committee b. Develop policy for future requests 2. Minutes — Consideration and /or action regarding the approval of the minutes of the regular meetings of April 28, 2022 and July 28, 2022. Pete Perez motioned to approve both the April 28, 2022 and July 28, 2022 minutes. Roz Wise seconded. Motion passed unanimously. 3. By -Laws —Consideration and /or action regarding the approval of the By -Laws with changes. Article III: Membership —Chris Hormel asked if we are going to stipulate whether we will accept any non - Schertz residents from anywhere. Pat Barnes responded that it will only include those within the 3 counties. After discussion, Brian James recommended that we modify the wording to stipulate that they have to be a resident of Bexar, Comal, or Guadalupe County. He also reiterated that someone may apply, but we are not required to appoint. Article IV: Meetings — #7 of the Agenda was discussed at this point. We have been meeting once per quarter and are not accomplishing that much from a business standpoint. Sue Boissonneault motioned to meet monthly except July and December and move to 3rd Thursday in November with the meetings beginning at 6:00 PM. Roz Wise seconded. Motion passed unanimously. Article XIII: Member Expense Vouchering — Pat Barnes advised that most of the word came from the city. Roz Wise commented that 13.1 (a) Items costing more than $250 but not more than $1,000 must be pre- approved by the SHPC before being purchased. Roz Wise would like to see that increased to $1,500 due to the high dollar items that need to be purchased for the car show such as trophies and t- shirts. Brian James commented that the committee can do what they want; however, the caution he has is that at some point do we get ourselves in trouble by spending tpo much money that hasn't been approved by the city first. Roz Wise asked -Brian James if he'recommended that we keep as is and he advised yes. Roz Wise asked for clarification on the amount less than $250; approval doesn't need to be obtained. Brian James answered that a pre - approval is not necessary for an amount less than $250, however, there is no guarantee that you'll be reimbursed. Brian James further clarified that if the expense is less than $250, �a board member can do that and it would still be eligible to be reimbursed. The caution he has is the,,board doesn't have to approve that. Would recommend still getting pre- approved. If it's between $250 and less than $1,000, then the board has to pre- approve and over $1,000, you'll need to coordinate with the City Manager's office. Roz Wise motioned to approve the by -laws with the discussed changes. Chris Hormel seconded. Roz Wise seconded. Motion passed unanimously. 4. Fund Expenditures— Consideration and /or action regarding the submission of member expense vouchers and approval of fund expenditures. SHPC Minutes 10 -27 -22 Page 2 of 6 Roz Wise reports that she has expenditures totaling $113.16 on acrylic sign holders and voting box for the car show. Chris Hormel motioned to approve the reimbursement of expenditures to Roz Wise. Sue Boissonneault seconded. Motion passed unanimously. 5. Book Sales Report — Consideration and /or action regarding book sale activities during the last quarter and other fiscal activities. a. Roz Wise reported on the total copies of the books we have remaining and the locations. Brian James reported that our Purchasing Department is in the process of obtaining pricing for both the brown and yellow books and is hoping to have more information for the November meeting. Roz Wise reported that the books for sale at the Library are kept behind the counter and are not displayed, therefore, you have to ask about them. Lizzi Bertoia at the Library advised she would work with Roz Wise to establish someplace in the Library where they can be displayed for sale on a.,rotating basis with other displays. Roz Wise asked Brian James if there, -was some kind'of display that could be provided where they could not be taken. Pat Barnes advised she has-a,friend in the realty business that distributes packets to new residents and suggested we contact relators to see if they would be interested in buying books to giveaway to new residents at a reduced price. Roz Wise commented that because these, are, the city's funds, would they have issue with offering thern,,at,a reduced price. Brfan James responded that deference is shown to the SHPC on how we want to use your funds and if it becomes an issue at some point we can chat aboutl-it and adjust, but his impression is that Council defers:to them to promote the history of the community and if it's an idea you t'hink.is a good,one, then he thinks Council would defer to the committee. Patrick Naughton had volunteered to assist with updating the book and then had to resign from the committee. Miguel Vazquez suggests that we get a subcommittee formed for the task of updating the book before printing additional copies. Becki Babcock commented that she works with the Escape Room in Cibolo and they are interested in offering the books for sale and suggested that realtors may be interested in having them available in their offices but may not even know about the books. Roz Wise also commented that she feels everyone on the committee should be required to read the book so that they know the history of Schertz so when asked by citizens they can answer questions. We need to be knowledgeable of this topic as members of the committee. Action Items: Brian James to assist with a poster for advertising the book. He also suggested that we form the subcommittee (3 -4 members) to make revisions and where they would want to promote the book. Staff will keep working on pricing of publishing. By the January /February meeting we would be able to have SHPC Minutes 10 -27 -22 Page 3 of 6 a plan for moving forward. Jerry McFarland in Purchasing has the digital files of the books and can use that to get a rough idea of pricing. Chris Hormel suggested that we make a motion to start a subcommittee during this meeting. Roz Wise is the Chairperson of the Book Subcommittee, Pat Barnes is ad hoc on all committees, and Becki Babcock, Miguel Vazquez, and Chris Hormel have all volunteered to serve on the Publications Subcommittee. Jill Whittaker, Liaison, commented that we have a lot on our agenda and have already addressed that issue by deciding to meet monthly and you'll get a lot more work done. A lot of the discussion :tonight is about subcommittees or workshops and when you all come together as a full committee, part of your process is to report back what the subcommittee or smaller groups have decided and where the discussion happeried arld here, you're presenting and then getting the overall approval to be more efficient: You do have the option to table items and don't have to address each item on'the agenda tonight. 6. Sub - Committee Reports a. History — Roz Wise. Tabled until next meeting. NEW BUSINESS 7 Committee Meeting Frequency — Consideration and /or action regarding the frequency of the SHPC meetings from quarterly to monthly on the fourth Thursday of each month, except July, November, December. Discussed during #3. S. Newsletter Discussion — Consideration and /or action regarding the continuation of a Remembrances newsletter. Tabled until next meeting. 9. Schertz Historical Picture Calendar — Consideration and /or action regarding a 2023 Schertz Historical Picture Calendar. Roz Wise suggested we do our own calendar. A subcommittee could be formed to discuss the possibility of a 2024 calendar. She spoke with the GVEC marking representative who assisted with producing the GVEC calendar and she was very help and gave her everything she needs to know to do the project. Pat Barnes suggested that it be the same subcommittee that was formed for the books. Miguel Vazquez asked if this would be a free item to give away or a sale item. Roz Wise answered it would be a sale item. Sue Boissonneault motioned that we move forward with the idea of producing a 2024 SHPC calendar. Chris Hormel seconded. Motion passed unanimously. 10. Heritage Month Picnic — Consideration and /or action regarding a Heritage Month Picnic for March /April. Tabled until next meeting. SHPC Minutes 10 -27 -22 Page 4 of 6 11. 2022 2 "d Annual Classic Car Show Recap — Report on 2022 2 "d Annual Classic Car Show. Pete Perez reported on the totals: RECEIPTS Car Entry Registrations $1,230.00 Vendor Registrations $515.00 Raffle $185.00 T -Shirts $120.00 Food Trucks $100.00_ TOTAL RECEIPTS $2,150.00 EXPENDITURES D.J. $250.00 T -Shirts $1,625.00 Trophies $1,030.50 TOTAL EXPENDITURES $2,905.50 GRAND TOTAL - $755.50 This is for the community, so we don't consider it as a loss. There were 40 entries this year (71 last year) and one reason for the decline is that morning the weather was not looking optimistic. Chris Hormel suggested that the car show be moved to Main Street for the exposure. Current Car Show Subcommittee: Patrick Holmes, Chris Hormel, Becki Babcock, Pete Perez, and Jesse Gonzalez. Chris Hormel suggested that the books should be brought to every event. 12. 2023 3rd Annual Classic Car Show — Consideration and /or action regarding a 2023 Classic Car Show. Proposed date of Saturday, October 14, 2023. Tabled until next meeting. 13. Committee - Member Shirts — Consideration and /or action regarding Committee Member Shirts. Tabled until next meeting. OLD BUSINESS 14. Schertz Landmark Property /Heritage Neighborhood Designation Nominations — Consideration and /or action regarding Schertz Landmark Property /Heritage Neighborhood designation nominations. Tabled until next meeting. a. Dietz home,on 3009 b. Beck home on'Beck Street c. Form Sub - Committee REQUESTS AND ANNOUNCEMENTS 15. Request by Committee Members that items be placed on a future agenda. a. Roz Wise asked that we replace landmark banners with metal signs. b. Roz Wise found a Texas Historical Commission book that has a lot of cities listed. Schertz is not in the book. All we have to do is submit a small article to be included in the book and the Texas Historical Commission would determine if it would be included in their next book. To be discussed by the Publications Subcommittee. SHPC Minutes 10 -27 -22 Page 5 of 6 c. Becki Babcock asked about the Main Street grant and how it can be offered to the other side of Exchange to historic homes. Brian James advised that Councilman Davis asked about that at Council this past Tuesday and there is an item on a future agenda for Council to consider this topic. As a reminder, for the preservation grant, the city funds that it, it doesn't come out of the SHPC. Nobody on the committee has a problem considering making a recommendation on those grants for properties with the designation not on Main Street. Council should be discussing this at the next meeting on Tuesday, November 1 and he will report back at our next meeting. 16. Requests by Committee Members to City Manager and Staff for information. a. None 17. Announcements by Committee Members a. Jill Whittaker verified with Brian James that the-,subcommittees can meet whenever — you don't have to publish, take own notes, etc. Also suggests that when there is a big event such as the car show, it would be good to report' on the event at the meeting immediately following the event (if you made money, how many people attended, stats in general). 18. Announcements by Chair /Co -Chair a. Holiday dinner to be planned for December. b. The First United Bank is planning a grand re- opening for Monday, November 7 from 4 -7 PM. Their remodel includes, historic pictures of Schertz. c. The next meeting will be Thursday, November 17, 2022 at 6:00 PM. ADJOURNMENT Meeting was adjourned at 7:21 PM by Patricia Barnes. SHPC Minutes 10 -27 -22 Page 6 of 6 Schertz Historical Preservation Committee BYLAWS Last Revised: January 23, 2020 Revised: October 27, 2022 ARTICLE I NAME AND LOCATION 1.1 Name: The name of the Committee shall be the Schertz Historical Preservation Committee (SHPC), referred to herein as the Committee. 1.2 Office Location: The office of the Committee is to be the City of Schertz Mayor's Office, located at 1400 Schertz Parkway, Schertz, Texas 78154. 1.3 Mail: All mail shall be directed to the Committee through the City Secretary of the City of Schertz at the above address. ARTICLE II PURPOSE 2.1 Mission: The SHPC exists in accordance with City Ordinance 06 -R -35. The goals and objectives of the Committee will be to (i) create a City museum to contain pictures, artifacts, and other historical items related to the City's past; (ii) obtain grant money from the State of Texas, the federal government, and other charitable sources for the purpose of historical preservation; and (iii) designate and preserve qualified houses, commercial buildings, and other structures in the City as "historic ". 2.2 Organization: The SHPC will: (a) Maintain an organizational structure to allow for the conduct of meetings, management of the committee, and maintenance of records. (b) Assign, publish, and monitor sub - committees, programs, and projects to highlight the mission of the Committee. (c) Record (in manuscript form or vocally) for retention the memories and knowledge of individuals about people, places and events relating to the City of Schertz. (d) Recommend to City Council the designation of historical structures and sites. (e) Encourage and publicize community interest and involvement in the historical preservation of those activities. (f) Participate with City Council in Schertz activities upon request. Revised /Ratified TBD 7 Schertz Historical Preservation Committee By -laws ARTICLE III MEMBERSHIP 3.1 Membership shall be open to any Schertz resident who holds an interest in historical preservation and the history of Schertz, Texas, as approved by the City Council after an interview from the SHPC members. In addition, three of the members may be non - residents provided that they live in one of the following counties: Bexar, Guadalupe, or Comal. 3.2 All members will be volunteers who are unpaid and uncompensated. 3.3 All members must agree to abide by these by -laws. 3.4 Requirements for Committee Membership: (a) Actively participate in meetings, subcommittees, and activities. This shall constitute a member in good standing. 3.5 Appointed members shall be no more than fourteen (14). Their appointment shall originate from nominations placed before the Schertz City Council. The appointed members shall be the only authorized voting members on Committee activities. ARTICLE IV MEETINGS 4.1 Meetings of the Committee will be held on a monthly basis on the fourth Thursday of each month. Exceptions: No meetings in July or December. The November meeting will be held the third Thursday of the month. Meeting dates may be adjusted for holidays. The time of the meetings will be 6:00 P.M. (a) If there is a scheduling conflict that requires a change of time and date of any meeting, all members shall be notified prior to the scheduled meeting date. 4.2 Special meetings may be called by the Chairperson at their discretion. Committee members may request a special meeting to the Chairperson either by email or phone call. 4.3 A quorum is when 50% of members are present for a Committee meeting. (a) If a quorum fails to be achieved or maintained during the course of a meeting, no binding votes will be taken until a quorum is again achieved. 4.4 An agenda will be prepared by the Chairperson and be sent to the City Staff at least seven (7) days prior to the scheduled meeting date. Agendas will establish the date, time, and place of the meeting and a list of discussion items. SHPC Members are encouraged to submit agenda topics. Revised /Ratified TBD 2 Schertz Historical Preservation Committee By -laws (a) Members are expected to attend meetings as scheduled, and if unable to attend a particular meeting, the member will notify the Chairperson to announce his/her expected absence. (b) Should a member be absent for two (2) or more consecutive meetings for reasons other than circumstances approved by the Chairperson, the Committee may inquire with the member as to whether his /her personal commitments are such as to warrant release from the Committee membership. If deemed appropriate, the Committee Chairperson will notify the member of his /her recommended release from Committee's active membership and request he/she assume an associate member role or resign from Committee membership The Chairperson will notify the City Secretary of the recommendation that City Council remove that member from the Committee. ARTICLE V ELECTED OFFICERS 5.1 At a minimum, elected officers shall consist of a Chairperson and a Vice Chairperson. 5.2 Nominations for officers shall occur at the October and January meetings. Voting will occur at the January meeting. The only exception to this time schedule shall be the nominations and vote for the initial slate of officers. (a) Elections may be held out of cycle in case of resignation or removal of members. 5.3 Officers will assume their positions at the January meeting or in the case of the initial slate of officers, at the time of member voting. The nominee receiving a plurality of votes will be deemed the selected candidate for the officer position under consideration. 5.4 The term of elected officers and committee members will be one (1) calendar year term for their duties and roles. A member may run unlimited times for any position. (a) In the event that an elected officer is unable to complete his/her term of office, the membership will nominate and vote on a replacement and the newly selected officer will assume the officer post as of the date of the vote. 5.5 Officers and committee members shall not jointly or individually enter into any legally binding contract on behalf of the Committee. ARTICLE VI ELECTED OFFICER DUTIES 6.1 The Chairperson shall: (a) Preside at all meetings and perform all executive functions of the Committee. (b) Appoint all subcommittee chairs. Revised /Ratified TBD 3 Schertz Historical Preservation Committee By -laws (c) Be responsible for all meeting notices. (d) Be an ex- officio member of all sub - committees. (e) Represent the Committee at City of Schertz City Council meetings, activities, etc. as needed. 6.2 The Vice - Chairperson shall: (a) In the absence of the Chairperson, preside at all meetings. The Vice - Chairperson shall automatically assume the position of Chairperson in the case of vacancy. The Vice - Chairperson shall complete the term of the Chairperson until the next scheduled session. (b) Perform all executive functions of the Committee as delegated by the Chairperson. Executive functions will include but not be limited to: (i) Accepting expense vouchers from Committee members and submitting Committee approved vouchers to the appropriate City office for reimbursement. (ii) Provide quarterly book sales reports. (iii) Prepare an Annual Report covering Committee activities for the prior calendar year not later than the date of the second quarterly Committee meeting. (iv) Gather data and prepare the Committee's Annual Report as an executive summary to the City subsequent to the January Committee meeting. ARTICLE VII SUBCOMMITTEES 7.1 Subcommittees will be created based on need and activity. ARTICLE VIII PARLIAMENTARY AUTHORITY 8.1 The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Committee activities so long as they are not inconsistent with these by -laws and any special rules the Committee may adopt. (a) If there is a disagreement, then the laws in this document take precedent. ARTICLE IV AMENDMENTS 9.1 These by -laws may be amended by a two- thirds affirmative vote of the present and appointed members voting at a Committee meeting. Revised /Ratified TBD 4 Schertz Historical Preservation Committee By -laws ARTICLE X PUBLICATIONS 10.1 The Committee will obtain written permission from the owner (when known) to place pictures and articles in Committee publications. 10.2 The Committee will conform to the highest professional standards of publishing, editing, accuracy, and writing. 10.3 Anyone seeking to publish materials in the name of the Committee will submit such to the Committee for membership review and for vote (two- thirds of appointed members present for voting) before publishing in the name of the Committee. Non - response to a request will constitute approval. 10.4 News releases and publications being made on behalf of the Committee will be first coordinated with the Committee membership prior to release. ARTICLE XI PROPERTY /ARTIFACTS OFFERINGS 11.1 Property in the form of papers, photographs, documents, artifacts, etc., offered to the Committee as historical materials by any person shall not be accepted and the donor shall be instructed to contact representatives of the Cibolo Valley Community Museum Association or a suitable historical organization that will accept their gifted item for retention or display. ARTICLE XII COMMITTEE BUDGETING 12.1 The Committee Chairperson will provide whatever expense projections requested to the City of Schertz for its consideration in allocating funds for the operation of the Committee. ARTICLE XIII MEMBER EXPENSE VOUCHERING 13.1 Expenditures by members of the Committee shall be reimbursed by the City of Schertz through the vouchering process that includes the following: a) Items costing less than $250 do not require pre - approval by the SHPC; however, the SHPC may choose to deny the request for reimbursement. b) Items costing more than $250 but not more than $1,000 must be pre - approved by the SHPC before being purchased. c) Any purchase of $1,000 or more must be pre- approved by the SHPC before being purchased as well as coordinated through the Schertz City Manager's Office for a City of Schertz Purchase Order using Appendices A and B. Revised /Ratified TBD 5 Schertz Historical Preservation Committee By -laws d) Complete a Texas Sales and Use Exemption Certification form (Appendix D) and present to the store when purchasing items on behalf of the SHPC. Some stores may not accept the form (i.e. Walmart), but most stores will. 13.2 Other purchases by a committee member in support of the Committee's work will be submitted to the Committee for payment using Appendix A and B. (a) Appendix A: The vehicle for submitting the reimbursement expenses will be the Committee Invoice Document (Appendix A) along with legible receipts of the purchases. Original or copies of receipts will be required to support an Invoice. If a receipt is not available, a written explanation for its absence will be provided. (b) Appendix B: The Letter of Request for Fund Disbursement (Appendix B) will have the signature of the Chairperson for review and approval prior to submission to the City. (c) Requests for any expense reimbursement will be brought before the Committee for approval by a majority vote. (d) Once Committee approval is obtained, the Committee Chairperson will forward the expense reimbursement package (Appendix A, Appendix B, and supporting documentation) to the City Finance Office or processing and payment. A copy will be maintained with the Committee's Finance Files. ARTICLE XIV DESIGNATIONS OF HERITAGE NEIGHBORHOODS AND LANDMARK PROPERTIES 14.1 Authority: Per Section 21.3.6131 (Boards and Commissions) of the Schertz Unified Development Code (UDC) the Committee (Commission) shall have those duties and approval authorities as granted by the ordinance establishing the Committee (Commission). 14.2 Designation of Heritage Neighborhoods: Nominations for such a designation can be made by any person or group interested in doing so using the application form in Appendix C. 14.3 A heritage neighborhood will be defined as one in which multiple properties are contained meeting the definition of such in the sections below. There will be no legal restrictions set on any such neighborhood or individual property contained therein. The process for approval will include the following: (a) A majority vote of Committee members present and voting (vote to be based on the historical merits of the application presented to the Committee by the nominator) 14.4 Designation of Landmark Properties: Revised /Ratified TBD 6 Schertz Historical Preservation Committee By -laws (a) Landmark: A "Landmark Property" is defined as any property that presents itself as a unique feature of the City of Schertz or its Extra Territorial Jurisdiction (ETJ) landscape (community) due to either its nostalgic, aesthetic, architectural, or symbolic attributes and which could or will have an enduring impact on the community's cultural identity. (b) There will be no legal restrictions placed on any such properties. (c) A property will be granted selection as a named landmark property by means of nomination for such status by any person or group interested in doing so using the application form in Appendix C. ARTICLE XV SCHERTZ MAIN STREET AREA PRESERVATION INCENTIVE PROGRAM 15.1 Authority: Per City Council Resolution 15 -R -03 the City of Schertz will offer an incentive grant program for historic preservation related projects (50/50 matching up to a $20,000 cap) involving properties within the Main Street Incentive area as shown on Exhibit B of the above cited Resolution. 15.1 Administration: Shall be administered by the City of Schertz Building Inspection Division. 15.2 SHPC Responsibility: A City Representative will present an application for a City of Schertz Incentive Program Grant to the Schertz Historical Preservation Committee at the Committee's meetings. 15.3 If expedited treatment is requested or required by an applicant, a special meeting called by the Chairperson will be initiated. The Committee will review the application for reasonable compliance with standards set by the Secretary of the Interior's Standards for the Treatment of Historic Properties. A majority committee vote shall be needed to approve an application for forwarding to City Council for action. (a) The Committee Chairperson and /or City Staff will report to the Schertz City Council its recommendation as determined by Section 16.3 above. (b) Committee members, by majority vote, may allow an extension of the one - year time allowance for project completion if deemed warranted by applicant appeal. END OF BY -LAWS APPENDICES A. SHPC Committee Invoice B. SHPC Letter of Request for Fund Disbursement C. SHPC Application for Heritage Neighborhood or Landmark Property Designation D. Tax Exempt Form Revised /Ratified TBD 7 Schertz Historical Preservation Committee By -laws APPENDIX A Schertz Historical Preservation Committee Committee Invoice ITEM PURCHASED QUANTITY COST PER GRAND TOTAL TOTAL I certify that the above expenditures were made on behalf and to support the work of the Schertz Historical Preservation Committee (receipts attached). If receipt is not attached, please explain reason. Committee Member's Signature Date Revised /Ratified TBD 8 Schertz Historical Preservation Committee By -laws APPENDIX B Schertz Historical Preservation Committee Letter of Request for Fund Disbursement FROM: Committee Member TO: Schertz Historical Preservation Committee DATE: In accordance with Article XII, Section 12.1 of the Schertz Historical Preservation Committee (SHPC) By -laws, I am requesting reimbursement for expenses for the attached Committee Invoice (Appendix A). I have attached all available receipts to the invoice and where no receipt was obtained an explanation is enclosed. I affirm that the expenses shown on the invoice were made on behalf of and in support of projects of the SHPC. Committee Member's Signature Date Schertz Historical Preservation Committee review and approval on: Chairperson's Signature ATTACHMENTS: • Appendix A: Committee Invoice • Receipt(s) Date Revised /Ratified TBD 9 Schertz Historical Preservation Committee By -laws APPENDIX C Schertz Historical Preservation Committee Application for Landmark Property or Heritage Neighborhood Designation This application is to serve as the means by which citizens may apply for approval to have a structure, residence, neighborhood, or designated area within the city limits and /or Extra Territorial Jurisdiction (ETJ) of Schertz, Texas, designated as either a "Landmark" property or a "Heritage Neighborhood." "Landmark Property" shall mean any site or structure, designated by the Schertz Historical Preservation Committee (SHPC) and declared as such by a majority vote of the Schertz City Council that is of exceptional cultural, archaeological, or architectural significance. "Heritage Neighborhood" shall mean a significant concentration, linkage, or continuity of sites or structures united architecturally, archaeologically, or culturally, by plan or physical development in the past. NAME OF APPLICANT / NOMINATOR: ADDRESS DESIGNATION: CONTACT INFORMATION (PHONE, EMAIL): NOMINATION FOR (Check One): ❑ Landmark Property ❑ Heritage Neighborhood) COMMITTEE NOMINEE: STATEMENT OF JUSTIFICATION: (Appendix C - Page 1) Revised /Ratified TBD 10 Schertz Historical Preservation Committee By -laws SECTION B. SCHERTZ HISTORICAL PRESERVATION COMMITTEE ACTION ❑ Approved ❑ Approved with Modification ❑ Denied Chairperson's Signature SECTION C. CITY COUNCIL ACTION ❑ Approved ❑ Approved with Modification ❑ Denied Date (Appendix C — Page 2) Revised /Ratified TBD 11 Schertz Historical Preservation Committee By -laws Texas Saes and Use Tax Exem tion Certification Ms ca+tticata Abbas not "aa** a numberto be vald. `'- a�pra9uzlr, Wre�Qagente( City of sche!tz _. '.St t eel 6 s.:c. f : Pr"W(Art CW&2 MffnW r 140: S.-hertz Parkwii 210-6194144 S�he�iz. TJl'E154 -i a c r nar �:: abom, Jahn an exampLim from payment of sates and use taxes (tor the putdiase of Lvobbe ~3 3 desa tr d bg4cvv or on Maas attached orderor inVdCe) from: Sailer. Street address: i State, MP code: fleactipion c- i'. _ _ $d c. 1,s parcIMSF: C5 ^'.5 In s EXe°r:,fe, forte ka'a- :'n ";lm eason: Loea3i (c,,c: m;„ r k74­146 24 -< I understand dm i wA be he.. e fc: wa, t e s' state and local se1e5 c:" -he :axes n. "a become dj a f:: faMwe to comp r• WI-1 the provisions of the Tax Code a- all appfi€abie law. .' i.flfiE.'., "Eu..t`.E `iJ ^' � F'•BSF .". M's �E.^.;EB'�'r: $ �E _'," �i !•ZE Se? :...tie. T D.12 � Wire � ti fit a c*-,, ` ati cz ­:,t be issued for the purdta ss, lease, or rental of a ry afar ';r7 k'eL THIS CfR4YJ51 ATE OOPS NOrREQ1 AREA NffMBIM TO RE VALID. Wes and Use Tax ._ ._ turnbeW or 'Tax ExernpV Numbers do not e4st. This cartificate should be furnished to the supplier. Do aai send Ilia completed certificate to the Comptroller of Public Aceourib. Revised /Ratified TBD 12 Schertz Historical Preservation Committee By -laws