Policies and Procedures - 08-26-2026 Approved Schertz Historical Preservation Committee
Policies and Procedures
Ratified by Committee: August 26, 2026
OFFICE LOCATION AND MAILING ADDRESS The committee has no standing office. The City of Schertz City Secretary’s Office shall
be utilized for any official correspondence intended for the committee and is located at
1400 Schertz Parkway, Building 2, Schertz, Texas 78154. MEETINGS
Generally, the time of the meetings will be 6:00 P.M. in the Bob Andrews Conference Room located at 1400 Schertz Parkway, Building 1, Schertz Texas 78154. Typically, there will be no meeting in the month of December due to the Christmas Holiday
season. In addition, the November meeting will normally be held on the third Thursday of
the month due to the Thanksgiving Holiday. 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.
ELECTIONS Elections will be held every year at the June meeting. Elected officers will assume their roles immediately after the vote. In the event of a resignation, nominations and voting on
a replacement for the elected position will occur at the next meeting. A member may run
unlimited times for any position. PUBLICATIONS
The Committee will conform to the highest professional standards of publishing, editing,
accuracy, and writing. Anyone seeking to publish materials in the name of the Committee will submit such to the Committee for membership review and approval before publishing them.
News releases being made on behalf of the Committee will be first coordinated with the City of Schertz Public Affairs Office prior to release. The Committee will obtain written permission from the owner (when known) using the
Photo Release Form (Appendix D) to place pictures in Committee publications.
PROPERTY / ARTIFACTS OFFERINGS
Property in any form (digital or physical, consisting of papers, photographs, documents, artifacts, etc.) offered to the committee as historical materials by any person can be tentatively accepted by a Committee member for consideration to add to the SHPC archives. The member receiving the historical property will report the proposed donation
so that it can be added to the next agenda for consideration for acceptance. If the
Committee deems it to be relevant to the SHPC collection and the donation is accepted, the property will be added to either the Committee’s digital library or stored in the approved storage location. Any items larger than the above specified (i.e. large household items, cars, etc.) would need to be discussed and approved by the committee before
tentative acceptance.
COMMITTEE BUDGETING AND MEMBER EXPENSE VOUCHERING 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. Expenditures by members of the Committee shall be reimbursed by the City of Schertz, after approval by the SHPC according to the following guidelines:
a) Items costing less than $100 do not require pre-approval by the SHPC; however, the SHPC may choose to deny the request for reimbursement. b) Items costing less than $500 may be approved by the Chairperson or the SHPC before being purchased.
c) Items costing $500 or more but less than $1,000 shall be pre-approved by the
SHPC before being purchased.
d) Any purchase of $1,000 or more must be pre-approved by the SHPC and by the
City Manager before being purchased as well as coordinated through the Schertz
City Manager's Office for a City of Schertz Purchase Order using Appendices A.
e) Complete a Texas Sales and Use Exemption Certification form (Appendix B) 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.
Purchases by a committee member in support of the Committee’s work should be
submitted to the Chairperson of SHPC City Liaison approval using Appendix A. a) Appendix A: The vehicle for submitting the reimbursement expenses will be the
Request for Fund Disbursement Form (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) Requests for any expense reimbursement will be brought before the committee for
approval by a majority vote.
c) Once committee approval is obtained, the Committee Chairperson will forward the
expense reimbursement package (Appendix A and supporting documentation) to
the City for processing and payment.
RECOGNITION OF HERITAGE NEIGHBORHOODS AND LANDMARK PROPERTIES Recognition of Heritage Neighborhoods and Landmark Properties: A Heritage neighborhood is one containing multiple properties that present themselves collectively as a unique feature of the City of Schertz or its ETJ landscape 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. A Landmark Property is defined as any property that presents itself as a unique feature of the City of Schertz or its 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. There will be no legal restrictions set on any such neighborhood or individual property contained therein or designated as such.
Nominations for such designations can be made by any person or group interested in doing so
using the SHPC Application for Landmark Property or Heritage Neighborhood Designation
application in Appendix C.
The SHPC will consider all applications for a Heritage Neighborhood and Landmark Properties
based on the historical merits identified in the application. Only those receiving affirmative vote
by a majority of Committee members present will be presented to City Council for their
approval or disapproval.
Prior to City Council consideration of a Landmark Property the property owner will be notified and asked for permission to recognize his or her property for recognition as a Landmark Property. If the property owner objects the nomination will be closed without
City Council consideration.
SCHERTZ MAIN STREET AREA PRESERVATION INCENTIVE PROGRAM
The City of Schertz offers an incentive grant program for historic preservation related projects (50/50 matching up to a $20,000 cap) involving eligible properties per Resolution 22-R-128. The program shall be administered by the City of Schertz staff.
A City Representative will present requests for a City of Schertz Incentive Program Grant
to the Schertz Historical Preservation Committee at the Committee’s meetings. The Committee will review the request 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. If expedited consideration is requested by an applicant, a special meeting called by the Chairperson will be initiated. The Committee Chairperson and/or City Staff will report to the Schertz City Council its
recommendation.
Committee members, by majority vote, may allow an extension of the one-year time
allowance for project completion if deemed warranted by applicant appeal.
APPENDICES
A. SHPC Request for Fund Disbursement B. Tax Exempt Form C. SHPC Application for Heritage Neighborhood or Landmark Property Designation
D. Release Forms
APPENDIX A
SHPC Request for Fund Disbursement
FROM: _________________________ DATE: _____________________ Committee Member
ITEM PURCHASED QUANTITY COST PER TOTAL
GRAND 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. 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
Appendix B
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 2) SECTION B. SCHERTZ HISTORICAL PRESERVATION COMMITTEE ACTION
Approved
Approved with Modification
Denied
_______________________________ ____________________________ Chairperson’s Signature Date
SECTION C. CITY COUNCIL ACTION
Approved
Approved with Modification
Denied
Appendix D PHOTO RELEASE FORM I grant permission to the City of Schertz and the Schertz Historical Preservation Committee
(SHPC) to use photographs taken of my property/structure located at the following address:
________________________________ for use in city marketing materials including but not limited to a calendar.
I hereby waive any right to inspect or approve the finished photographs/video or printed or electronic matter that may be used in conjunction with them now or in the future, whether that use is known to me or unknown, and I waive any right to royalties or other compensation arising from or related to the use of the photographs. Credit will be given to the photographer and the
owner of the property unless the owner notes they do not want credit.
I hereby agree to release, defend and hold harmless the City of Schertz including any firm publishing and/or distributing the finished product in whole or in part, whether on paper, via electronic media, or on web sites, from and against any claims, damages or liability arising from
or related to the use of the photographs, including but not limited to any misuse, distortion,
blurring, alteration, optical illusion or use in composite form, either intentionally or otherwise, that may occur or be produced in taking, processing, reduction or production of the finished product, its publication or distribution.
I am the legal owner of the above property listed above. I have read this release before signing
below, and I fully understand the contents, meaning and impact of this release. _____________________________ Date
_____________________________ Name (Printed) _____________________________
Signature
Check box if you do not want to be credited as the owner of the property in the calendar.
Appendix D Continued INTERVIEW RELEASE FORM
I grant permission to the City of Schertz and the Schertz Historical Preservation Committee
(SHPC) to use recordings from interviews for use in city marketing materials including but not limited to an oral history project. I hereby waive any right to inspect or approve the finished photographs, video, audio, printed or
electronic matter that may be used in conjunction with them now or in the future, whether that
use is known to me or unknown, and I waive any right to royalties or other compensation arising from or related to the use of the recording. I hereby agree to release, defend and hold harmless the City of Schertz including any firm
publishing and/or distributing the finished product in whole or in part, whether on paper, via
electronic media, or on web sites, from and against any claims, damages or liability arising from or related to the use of the recordings, including but not limited to any editing, alteration, either intentionally or otherwise, that may occur or be produced in taking, processing, reduction or production of the finished product, its publication or distribution.
I have read this release before signing below, and I fully understand the contents, meaning and impact of this release. _____________________________
Date
_____________________________ Name (Printed)
_____________________________
Signature