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22-R-140 Schertz Historical Preservation Committee revised bylawsRESOLUTION NO.22-R-140 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE REVISED BYLAWS OF THE SCHERTZ HISTORICAL PRESERVATION COMMITTEE, AND OTHER MATTERS IN CONNECTION THEREWITH, WHEREAS, the Schertz Historical Preservation Committee of the City of Schertz (the "City") has recommended that the City approve the revised Bylaws, herein as "Exhibit A" of the Schertz Historical Preservation Committee; and WHEREAS, the City Council has determined that it is in the best interest of the City to approve the revised Bylaws of the Schertz Historical Preservation Committee. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, THAT: Section 1. The City Council hereby authorizes the revised bylaws of the Schertz Historical Preservation Committee. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 6' day of December, ATTEST , Sheila E nondson, Interim City Secretary 2022. Ralph i rre , ayor Schertz Historical Preservation Committee By -Laws Ratified: April 17, 2008 Last Revised: January 23, 2020 ARTICLE I Name and Location Section 1.1 The name of the Committee shall be the Schertz Historical Preservation Committee, referred to herein as the Committee. Section 1.2 The office of the Committee is to be the City of Schertz Mayor's Office, located at 1400 Schertz Parkway, Schertz, Texas 78154. Section 1.3 Ail mail shall be directed to the Committee through the City of Schertz Secretary at the above address. ARTICLE II Purpose Section 2.1 A. Maintain an organizational structure to allow for the conduct of meetings, management of the'committee and maintenance of records. B. Assign and monitor sub -committees, programs and projects. 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 community interest and involvement in the historical preservation of those activities. City of Schertz, Texas Historical Preservation Committee By -Laws 2 ARTICLE III Membership and Meetings Section 3.1 Membership shall be open to any Schertz resident who holds an interest in historical preservation and the history of Schertz, Texas. Section 3.2 All members shall be volunteers who are unpaid and uncompensated. Section 3.3 All members must agree to abide by these by-laws. Section 3.4 The number of "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. "Non -appointed" members shall be received simply by showing an interest in Committee activity and presenting themselves at scheduled Committee meetings. "Non -appointed" members shall not have a vote on Committee business and shall be titled "Associate Members". Section 3.5 Meetings of the Committee will be held on a quarterly basis with the first meeting of the calendar year being on the fourth Thursday of the month of January and subsequent meetings on the fourth Thursday of April, July, and October. The time of the meetings will be 6:30 P.M. Should there be 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. Special meetings may be called by the Chairperson at his or her discretion. A quorum (50% of members) must be present for a Committee meeting to begin. 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. Section 3.6 An agenda will be prepared by the Chairperson and provided to the City Secretary at least four (4) days prior to the scheduled meeting date. Agendas will establish the date, time and place of the meeting and a list of discussion items. City of Schertz, Texas Historical Preservation Committee By -Laws 3 Section 3.7 Members shall be expected to attend meetings as scheduled, and if unable to attend a particular meeting, the member shall notify a Committee officer to announce his or her expected absence. Should a member be absent for two or more consecutive meetings for reasons other than health -related circumstances, the Committee may inquire with the member as to whether his or 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 or her prospective release from Committee's active membership and request he or she assume an associate member role or resign from Committee membership. The released member will be asked to notify the City Secretary of his or her release in writing. ARTICLE IV Officers Section 4.1 Officers shall consist of a Chairperson and a Vice Chairperson.. Section 4.2 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. 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. Section 4.3 The term of office for all officers shall be one year except for the initial slate of officers who will serve until the next scheduled election. Section 4.4 Officers shall not jointly or individually enter into any legally binding contract on behalf of the Committee. Section 4.5 In the event that an officer is unable to complete his or 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. City of Schertz, Texas Historical Preservation Committee By -Laws 4 ARTICLE V Duties of Officers Section 5.1 Chairperson. The Chairperson shall preside at all meetings and perform all executive functions of the Committee. He or she shall appoint all subcommittee chairs. The Chairperson shall be responsible for all meeting notices. The Chairperson shall be an ex-officio member of all sub -committees. Section 5.2 Vice -Chairperson. The Vice -Chairperson shall, in the absence of the Chairperson, preside at all meetings and perform all executive functions of the Committee as delegated by the Chairperson. Executive functions will include but not be limited to: (1) accepting expense vouchers from Committee members and submitting Committee approved vouchers to the appropriate City office for reimbursement (2) Provide book sales reports quarterly (3) Prepare an Annual Report covering Committee activities for the prior calendar year not later than the date of the second quarterly Committee meeting. ARTICLE VI Sub -committees Section 6.1 Subcommittees will be created based on need and activity. Section 6.2 The Committee Chairperson will create all sub -committees. An "appointed" committee member will serve as the sub -committee Chairperson. "Non -appointed — "Associate" members can be selected to serve on a subcommittee. ARTICLE VII Parliamentary Authority Section 7.1 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. City of Schertz, Texas Historical Preservation Committee By -Laws 5 ARTICLE Vill Amendments Section 8.1 These by-laws may be amended by a two-thirds affirmative vote of the present and "appointed" members voting at a Committee meeting. ARTICLE IX Publications Section 9.1 The Committee will obtain permission from the owner (when known) to place pictures and articles in Committee publications. Section 9.2 The Committee will conform to the highest professional standards of publishing, editing and writing. Section 9.3 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. Section 9.4 News releases being made on behalf of the Committee will be first coordinated with the Committee membership prior to release. ARTICLE X Property/Artifacts Offerings Section 10.1 Property in the form of papers, photographs, documents, artifacts, etc., offered to the Committee as historical materials by any person shall be refused and the donor shall be instructed to contact representatives of the Cibolo Valley Community Museum Association or a suitable historical organization that might be interested in such a gifted item for retention or display. City of Schertz, Texas Historical Preservation Committee By -Laws 6 Article XI Committee Budgeting Section 11.1 The Committee Chairperson will provide whatever expense projections requested by the City of Schertz for its consideration in allocating funds for the operation of the Committee. ARTICLE XII Member Expense Vouchering Section 12.1 Expenditures by members of the Committee shall be reimbursed by the City of Schertz through the vouchering process that includes the following: (1)lndividual Items costing more than $250 must be pre -approved by the Committee before being purchased. (2) Any purchase of $1,000 or more must be accomplished through the Schertz City Manager's Office for a City of Schertz Purchase Order. (3) Other purchases by a committee member in support of the Committee's work will be submitted to the Committee for payment. The vehicle for submitting the expenses will be the Committee Invoice document (Appendix B) attached to the Committee Letter of Request for Fund Disbursement (Appendix C). (4) All requests for expense reimbursement will be brought before the Committee for approval by a majority vote. (5) Receipts will be required to support an Invoice. If no receipt is not available a written explanation for its absence will be provided. (6) Once Committee approval is obtained, the Committee Chairperson will forward the expense reimbursement package (keeping a copy) to the City Finance Office for processing and payment. ARTICLE XIII Designations Section 13.1 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). City of Schertz, Texas Historical Preservation Committee By -Laws 7 Section 13.2 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 D. A heritage neighborhood will be defined as one in which multiple properties are contained meeting the definition of such in Section 13.3 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: (1) 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) (2) the application with Committee recommendation for approval or disapproval will be provided to the City Council for approval or disapproval. Section 13.3 Designation of Landmark Properties. 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 placed on any such properties. 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 D. The Committee will vote on the nomination and thereafter present any positive (majority) vote to the City Council for final approval. Prior to City Council presentation the Committee will notify the property owner and ask for permission to nominate his or her property for designation as a Landmark Property. If the property owner objects the nomination will be closed without City Council consideration. If approval by the property owner is obtained the nomination will be presented to City Council with the owner's approval noted. ARTICLE XIV Schertz Main Street Area Preservation Incentive Program Section 14.1 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. City of Schertz, Texas Historical Preservation Committee By -Laws Section 14.2 Administration: Shall be administered by the City of Schertz Building Inspection Division. Section 14.3. Committee Responsibility. Section 14.3.1: 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 next quarterly meeting or at a special called Committee session if expedited treatment is requested or required by an applicant. 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. Section 14.3.2: Committee Chairperson and/or City Staff will report to City Council its recommendation as determined by Section 14.3.1 above. Section 14.3.3: 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. Committee Invoice Document B. Letter of Request for Fund Disbursement C. Application for Heritage Neighborhood/Landmark Property Designation City of Schertz, Texas Historical Preservation Committee By -Laws 9 APPENDIX A Schertz Historical Preservation Committee Committee Invoice ITEM PURCHASED ; iUANTITY COST PER 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). Signature Date City of Schertz, Texas Historical Preservation Committee By -Laws 10 APPENDIX B Schertz Historical Preservation Committee Letter of Request for Fund Disbursement FROM: TO: Schertz Historical Preservation Committee DATE In accordance with Article XII, Section 12.1 of the Schertz Historical Preservation Committee By-laws, I am requesting reimbursement for expenses set forth in the attached Committee Invoice. 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 committee. Committee Member Schertz Historical Preservation Committee review and approval on Chairperson ATTACHMENT: Copy of itemized invoice with attached receipts City of Schertz, Texas Historical Preservation Committee By -Laws II APPENDIX C 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" shall mean any site or structure, designated by the Schertz Historical Preservation Committee (Commission) (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. NAME OF APPLICANT / NOMINATOR: ADDRESS OF APPLICANT / NOMINATOR: TELEPHONE NUMBER: NOMINATION FOR: (Landmark Property)/(Heritage Neighborhood) NOMINEE: SECTION A. DESIGNATION REQUEST STATEMENT OF JUSTIFICATION: City of Schertz, Texas Historical Preservation Committee By -Laws 12 (Continued on next page) (Appendix E Cont'd) SECTION B. COMMITTEE ACTION ❑ APPROVED ❑ APPROVED WITH MODIFICATION ❑ DENIED SECTION C. CITY COUNCIL ACTION ❑ APPROVE ❑ APPROVE WITH MODIFICATION Schertz Historical Preservation Committee By -Laws Ratified: April 17, 2008 Last Revised: January 23, 2020 ARTICLE I Name and Location Section 1.1 The name of the Committee shall be the Schertz Historical Preservation Committee, referred to herein as the Committee. Section 1.2 The office of the Committee is to be the City of Schertz Mayor's Office, located at 1400 Schertz Parkway, Schertz, Texas 78154. Section 1.3 All mail shall be directed to the Committee through the City of Schertz Secretary at the above address. ARTICLE II Purpose Section 2.1 A. Maintain an organizational structure to allow for the conduct of meetings, management of the *committee and maintenance of records. B. Assign and monitor sub -committees, programs and projects. 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 community interest and involvement in the historical preservation of those activities. City of Schertz, Texas Historical Preservation Committee By -Laws 2 ARTICLE III Membership and Meetings Section 3.1 Membership shall be open to any Schertz resident who holds an interest in historical preservation and the history of Schertz, Texas. Section 3.2 All members shall be volunteers who are unpaid and uncompensated. Section 3.3 All members must agree to abide by these by-laws. Section 3.4 The number of "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. "Non -appointed" members shall be received simply by showing an interest in Committee activity and presenting themselves at scheduled Committee meetings. "Non -appointed" members shall not have a vote on Committee business and shall be titled "Associate Members". Section 3.5 Meetings of the Committee will be held on a quarterly basis with the first meeting of the calendar year being on the fourth Thursday of the month of January and subsequent meetings on the fourth Thursday of April, July, and October. The time of the meetings will be 6:30 P.M. Should there be 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. Special meetings may be called by the Chairperson at his or her discretion. A quorum (50% of members) must be present for a Committee meeting to begin. 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. Section 3.6 An agenda will be prepared by the Chairperson and provided to the City Secretary at least four (4) days prior to the scheduled meeting date. Agendas will establish the date, time and place of the meeting and a list of discussion items. City of Schertz, Texas Historical Preservation Committee By -Laws 3 Section 3.7 Members shall be expected to attend meetings as scheduled, and if unable to attend a particular meeting, the member shall notify a Committee officer to announce his or her expected absence. Should a member be absent for two or more consecutive meetings for reasons other than health -related circumstances, the Committee may inquire with the member as to whether his or 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 or her prospective release from Committee's active membership and request he or she assume an associate member role or resign from Committee membership. The released member will be asked to notify the City Secretary of his or her release in writing. ARTICLE IV Officers Section 4.1 Officers shall consist of a Chairperson and a Vice Chairperson.. Section 4.2 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. 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. Section 4.3 The term of office for all officers shall be one year except for the initial slate of officers who will serve until the next scheduled election. Section 4.4 Officers shall not jointly or individually enter into any legally binding contract on behalf of the Committee. Section 4.5 In the event that an officer is unable to complete his or 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. City of Schertz, Texas Historical Preservation Committee By -Laws 4 ARTICLE V Duties of Officers Section 5.1 Chairperson. The Chairperson shall preside at all meetings and perform all executive functions of the Committee. He or she shall appoint all subcommittee chairs. The Chairperson shall be responsible for all meeting notices. The Chairperson shall be an ex-officio member of all sub -committees. Section 5.2 Vice -Chairperson. The Vice -Chairperson shall, in the absence of the Chairperson, preside at all meetings and perform all executive functions of the Committee as delegated by the Chairperson. Executive functions will include but not be limited to: (1) accepting expense vouchers from Committee members and submitting Committee approved vouchers to the appropriate City office for reimbursement (2) Provide book sales reports quarterly (3) Prepare an Annual Report covering Committee activities for the prior calendar year not later than the date of the second quarterly Committee meeting. ARTICLE VI Sub -committees Section 6.1 Subcommittees will be created based on need and activity. Section 6.2 The Committee Chairperson will create all sub -committees. An "appointed" committee member will serve as the sub -committee Chairperson. "Non -appointed — "Associate" members can be selected to serve on a subcommittee. ARTICLE VII Parliamentary Authority Section 7.1 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. City of Schertz, Texas Historical Preservation Committee By -Laws 5 ARTICLE VIII Amendments Section 8.1 These by-laws may be amended by a two-thirds affirmative vote of the present and "appointed" members voting at a Committee meeting. ARTICLE IX Publications Section 9.1 The Committee will obtain permission from the owner (when known) to place pictures and articles in Committee publications. Section 9.2 The Committee will conform to the highest professional standards of publishing, editing and writing. Section 9.3 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. Section 9.4 News releases being made on behalf of the Committee will be first coordinated with the Committee membership prior to release. ARTICLE X Property/Artifacts Offerings Section 10.1 Property in the form of papers, photographs, documents, artifacts, etc., offered to the Committee as historical materials by any person shall be refused and the donor shall be instructed to contact representatives of the Cibolo Valley Community Museum Association or a suitable historical organization that might be interested in such a gifted item for retention or display. City of Schertz, Texas Historical Preservation Committee By -Laws 6 Article XI Committee Budgeting Section 11.1 The Committee Chairperson will provide whatever expense projections requested by the City of Schertz for its consideration in allocating funds for the operation of the Committee. ARTICLE XII Member Expense Vouchering Section 12.1 Expenditures by members of the Committee shall be reimbursed by the City of Schertz through the vouchering process that includes the following: (1)lndividual Items costing more than $250 must be pre -approved by the Committee before being purchased. (2) Any purchase of $1,000 or more must be accomplished through the Schertz City Manager's Office for a City of Schertz Purchase Order. (3) Other purchases by a committee member in support of the Committee's work will be submitted to the Committee for payment. The vehicle for submitting the expenses will be the Committee Invoice document (Appendix B) attached to the Committee Letter of Request for Fund Disbursement (Appendix C). (4) All requests for expense reimbursement will be brought before the Committee for approval by a majority vote. (5) Receipts will be required to support an Invoice. If no receipt is not available a written explanation for its absence will be provided. (6) Once Committee approval is obtained, the Committee Chairperson will forward the expense reimbursement package (keeping a copy) to the City Finance Office for processing and payment. ARTICLE XIII Designations Section 13.1 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). City of Schertz, Texas Historical Preservation Committee By -Laws 7 Section 13.2 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 D. A heritage neighborhood will be defined as one in which multiple properties are contained meeting the definition of such in Section 13.3 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: (1) 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) (2) the application with Committee recommendation for approval or disapproval will be provided to the City Council for approval or disapproval. Section 13.3 Designation of Landmark Properties. 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 placed on any such properties. 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 D. The Committee will vote on the nomination and thereafter present any positive (majority) vote to the City Council for final approval. Prior to City Council presentation the Committee will notify the property owner and ask for permission to nominate his or her property for designation as a Landmark Property. If the property owner objects the nomination will be closed without City Council consideration. If approval by the property owner is obtained the nomination will be presented to City Council with the owner's approval noted. ARTICLE XIV Schertz Main Street Area Preservation Incentive Program Section 14.1 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. City of Schertz, Texas Historical Preservation Committee By -Laws 8 Section 14.2 Administration: Shall be administered by the City of Schertz Building Inspection Division. Section 14.3. Committee Responsibility. Section 14.3.1: 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 next quarterly meeting or at a special called Committee session if expedited treatment is requested or required by an applicant. 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. Section 14.3.2: Committee Chairperson and/or City Staff will report to City Council its recommendation as determined by Section 14.3.1 above. Section 14.3.3: 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. Committee Invoice Document B. Letter of Request for Fund Disbursement C. Application for Heritage Neighborhood/Landmark Property Designation City of Schertz, Texas Historical Preservation Committee By -Laws 9 APPENDIX A Schertz Historical Preservation Committee Committee Invoice ITEM PURCHASED ,UANTITY COST PER 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). Signature Date City of Schertz, Texas Historical Preservation Committee By -Laws 10 APPENDIX B Schertz Historical Preservation Committee Letter of Request for Fund Disbursement FROM: TO: Schertz Historical Preservation Committee DATE In accordance with Article XII, Section 12.1 of the Schertz Historical Preservation Committee By-laws, I am requesting reimbursement for expenses set forth in the attached Committee Invoice. 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 committee. Committee Member Schertz Historical Preservation Committee review and approval on Chairperson ATTACHMENT: Copy of itemized invoice with attached receipts City of Schertz, Texas Historical Preservation Committee By -Laws 11 APPENDIX C 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" shall mean any site or structure, designated by the Schertz Historical Preservation Committee (Commission) (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. NAME OF APPLICANT / NOMINATOR: ADDRESS OF APPLICANT / NOMINATOR: TELEPHONE NUMBER: NOMINATION FOR: (Landmark Property)/(Heritage Neighborhood) NOMINEE: SECTION A. DESIGNATION REQUEST STATEMENT OF JUSTIFICATION: City of Schertz, Texas Historical Preservation Committee By -Laws 12 (Continued on next page) (Appendix E Cont'd) SECTION B. COMMITTEE ACTION ❑ APPROVED ❑ APPROVED WITH MODIFICATION ❑ DENIED SECTION C. CITY COUNCIL ACTION ❑ APPROVE ❑ APPROVE WITH MODIFICATION Schertz Historical Preservation Committee By -Laws Ratified: April 17, 2008 Last Revised: January 23, 2020 ARTICLE I Name and Location Section 1.1 The name of the Committee shall be the Schertz Historical Preservation Committee, referred to herein as the Committee. Section 1.2 The office of the Committee is to be the City of Schertz Mayor's Office, located at 1400 Schertz Parkway, Schertz, Texas 78154. Section 1.3 All mail shall be directed to the Committee through the City of Schertz Secretary at the above address. ARTICLE II Purpose Section 2.1 A. Maintain an organizational structure to allow for the conduct of meetings, management of the -committee and maintenance of records. B. Assign and monitor sub -committees, programs and projects. 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 community interest and involvement in the historical preservation of those activities. City of Schertz, Texas Historical Preservation Committee By -Laws 2 ARTICLE III Membership and Meetings Section 3.1 Membership shall be open to any Schertz resident who holds an interest in historical preservation and the history of Schertz, Texas. Section 3.2 All members shall be volunteers who are unpaid and uncompensated. Section 3.3 All members must agree to abide by these by-laws. Section 3.4 The number of "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. "Non -appointed" members shall be received simply by showing an interest in Committee activity and presenting themselves at scheduled Committee meetings. "Non -appointed" members shall not have a vote on Committee business and shall be titled "Associate Members". Section 3.5 Meetings of the Committee will be held on a quarterly basis with the first meeting of the calendar year being on the fourth Thursday of the month of January and subsequent meetings on the fourth Thursday of April, July, and October. The time of the meetings will be 6:30 P.M. Should there be 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. Special meetings may be called by the Chairperson at his or her discretion. A quorum (50% of members) must be present for a Committee meeting to begin. 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. Section 3.6 An agenda will be prepared by the Chairperson and provided to the City Secretary at least four (4) days prior to the scheduled meeting date. Agendas will establish the date, time and place of the meeting and a list of discussion items. City of 5chertz, Texas Historical Preservation Committee By -Laws 3 Section 3.7 Members shall be expected to attend meetings as scheduled, and if unable to attend a particular meeting, the member shall notify a Committee officer to announce his or her expected absence. Should a member be absent for two or more consecutive meetings for reasons other than health -related circumstances, the Committee may inquire with the member as to whether his or 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 or her prospective release from Committee's active membership and request he or she assume an associate member role or resign from Committee membership. The released member will be asked to notify the City Secretary of his or her release in writing. ARTICLE IV Officers Section 4.1 Officers shall consist of a Chairperson and a Vice Chairperson.. Section 4.2 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. 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. Section 4.3 The term of office for all officers shall be one year except for the initial slate of officers who will serve until the next scheduled election. Section 4.4 Officers shall not jointly or individually enter into any legally binding contract on behalf of the Committee. Section 4.5 In the event that an officer is unable to complete his or 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. City of Schertz, Texas Historical Preservation Committee By -Laws 4 ARTICLE V Duties of Officers Section 5.1 Chairperson. The Chairperson shall preside at all meetings and perform all executive functions of the Committee. He or she shall appoint all subcommittee chairs. The Chairperson shall be responsible for all meeting notices. The Chairperson shall be an ex-officio member of all sub -committees. Section 5.2 Vice -Chairperson. The Vice -Chairperson shall, in the absence of the Chairperson, preside at all meetings and perform all executive functions of the Committee as delegated by the Chairperson. Executive functions will include but not be limited to: (1) accepting expense vouchers from Committee members and submitting Committee approved vouchers to the appropriate City office for reimbursement (2) Provide book sales reports quarterly (3) Prepare an Annual Report covering Committee activities for the prior calendar year not later than the date of the second quarterly Committee meeting. ARTICLE VI Sub -committees Section 6.1 Subcommittees will be created based on need and activity. Section 6.2 The Committee Chairperson will create all sub -committees. An "appointed" committee member will serve as the sub -committee Chairperson. "Non -appointed — "Associate" members can be selected to serve on a subcommittee. ARTICLE Vli Parliamentary Authority Section 7.1 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. City of Schertz, Texas Historical Preservation Committee By -Laws 5 ARTICLE Vill Amendments Section 8.1 These by-laws may be amended by a two-thirds affirmative vote of the present and "appointed" members voting at a Committee meeting. ARTICLE IX Publications Section 9.1 The Committee will obtain permission from the owner (when known) to place pictures and articles in Committee publications. Section 9.2 The Committee will conform to the highest professional standards of publishing, editing and writing. Section 9.3 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. Section 9.4 News releases being made on behalf of the Committee will be first coordinated with the Committee membership prior to release. ARTICLE X Property/Artifacts Offerings Section 10.1 Property in the form of papers, photographs, documents, artifacts, etc., offered to the Committee as historical materials by any person shall be refused and the donor shall be instructed to contact representatives of the Cibolo Valley Community Museum Association or a suitable historical organization that might be interested in such a gifted item for retention or display. City of Schertz, Texas Historical Preservation Committee By -Laws 6 1 Article XI Committee Budgeting Section 11.1 The Committee Chairperson will provide whatever expense projections requested by the City of Schertz for its consideration in allocating funds for the operation of the Committee. ARTICLE XII Member Expense Vouchering Section 12.1 Expenditures by members of the Committee shall be reimbursed by the City of Schertz through the vouchering process that includes the following: (1)Individual Items costing more than $250 must be pre -approved by the Committee before being purchased. (2) Any purchase of $1,000 or more must be accomplished through the Schertz City Manager's Office for a City of Schertz Purchase Order. (3) Other purchases by a committee member in support of the Committee's work will be submitted to the Committee for payment. The vehicle for submitting the expenses will be the Committee Invoice document (Appendix B) attached to the Committee Letter of Request for Fund Disbursement (Appendix C). (4) All requests for expense reimbursement will be brought before the Committee for approval by a majority vote. (5) Receipts will be required to support an Invoice. If no receipt is not available a written explanation for its absence will be provided. (6) Once Committee approval is obtained, the Committee Chairperson will forward the expense reimbursement package (keeping a copy) to the City Finance Office for processing and payment. ARTICLE XIII Designations Section 13.1 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). City of Schertz, Texas Historical Preservation Committee By -Laws 7 Section 13.2 Deskmation of Heritage Nei.;hborhoods. Nominations for such a designation can be made by any person or group interested in doing so using the application form in Appendix D. A heritage neighborhood will be defined as one in which multiple properties are contained meeting the definition of such in Section 13.3 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: (1) 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) (2) the application with Committee recommendation for approval or disapproval will be provided to the City Council for approval or disapproval. Section 13.3 Designation of Landmark Properties. 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 placed on any such properties. 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 D. The Committee will vote on the nomination and thereafter present any positive (majority) vote to the City Council for final approval. Prior to City Council presentation the Committee will notify the property owner and ask for permission to nominate his or her property for designation as a Landmark Property. If the property owner objects the nomination will be closed without City Council consideration. If approval by the property owner is obtained the nomination will be presented to City Council with the owner's approval noted. ARTICLE XIV Schertz Main Street Area Preservation Incentive Program Section 14.1 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. City of Schertz, Texas Historical Preservation Committee By -Laws Section 14.2 Administration: Shall be administered by the City of Schertz Building Inspection Division. Section 14.3. Committee Responsibility. Section 14.3.1: 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 next quarterly meeting or at a special called Committee session if expedited treatment is requested or required by an applicant. 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. Section 14.3.2: Committee Chairperson and/or City Staff will report to City Council its recommendation as determined by Section 14.3.1 above. Section 14.3.3: 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. Committee Invoice Document B. Letter of Request for Fund Disbursement C. Application for Heritage Neighborhood/Landmark Property Designation City of Schertz, Texas Historical Preservation Committee By -Laws 9 APPENDIX A Schertz Historical Preservation Committee Committee Invoice UANTITY COST PER TOTAL ITEM PURCHASED TOTAL: $ I certify that the above expenditures were made on behalf and to support the work of the Schertz Historical Preservation Committee (receipts attached). Signature Date City of Schertz, Texas Historical Preservation Committee By -Laws 10 APPENDIX B Schertz Historical Preservation Committee Letter of Request for Fund Disbursement FROM: TO: Schertz Historical Preservation Committee DATE In accordance with Article XII, Section 12.1 of the Schertz Historical Preservation Committee By-laws, I am requesting reimbursement for expenses set forth in the attached Committee Invoice. 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 committee. Committee Member Schertz Historical Preservation Committee review and approval on Chairperson ATTACHMENT: Copy of itemized invoice with attached receipts City of Schertz, Texas Historical Preservation Committee By -Laws 11 APPENDIX C 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" shall mean any site or structure, designated by the Schertz Historical Preservation Committee (Commission) (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. NAME OF APPLICANT / NOMINATOR: ADDRESS OF APPLICANT / NOMINATOR: TELEPHONE NUMBER: NOMINATION FOR: (Landmark Property)/(Heritage Neighborhood) SECTION A. DESIGNATION REQUEST STATEMENT OF JUSTIFICATION: City of Schertz, Texas Historical Preservation Committee By -Laws 12 (Continued on next page) (Appendix E Cont'd) SECTION B. COMMITTEE ACTION ❑ APPROVED ❑ APPROVED WITH MODIFICATION ❑ DENIED SECTION C. CITY COUNCIL ACTION ❑ APPROVE ❑ APPROVE WITH MODIFICATION Schertz Historical Preservation Committee BYLAWS Last Revised: January 23, 2020 Revised: October 27, 2022 Ratified: December 6, 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 1 Schertz Historical Preservation Committee Bylaws 2 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. (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)ln 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. Revised/Ratified TBD 3 Schertz Historical Preservation Committee Bylaws (b) Appoint all subcommittee chairs. (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)lf 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. 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. Revised/Ratified TBD 5 Schertz Historical Preservation Committee Bylaws G 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. 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 21.3.6B1 (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: (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 Revised/Ratified TBD 7 Schertz Historical Preservation Committee Bylaws 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 APPENDIX A Schertz Historical Preservation Committee Committee Invoice 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 FROM: Schertz Historical Preservation Committee Letter of Request for Fund Disbursement 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 Date ATTACHMENTS: Appendix A: Committee Invoice • Receipt(s) Revised/Ratified TBD 9 Schertz Historical Preservation Committee Bylaws 10 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) 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 Bylaws 12 sigh hart f = Texas Sales and Use Tax Exemption Certification Ms rate noes rW requko a number to bo vaid MWM & M f&arar, tlno �r 2"Iry City ad Sehertz Aditss r5viwM n'enW- F.O. Elm orRo,een,rAW PwiW ~ 0XfRMWnumbmt 1400 Schertt Parkway 210-619-1144 crV. state. Mcow SChertz TX 78154 I. the purchaser named above, claim an exemption from payment of sales and use fasces (hsr the putctas * of taxable Items described balaw or an the ,attached order or invoice) from_ Seer. Street address: _ --,City, State, 71p Bode: Desenpbon of items to be purchased or on the attached order of uuvalce: Purchaser claims mus exemption for the k>l owing reason: Loca! Government # 74-14N344 1 urWerstsw that t w be ua'Ve for payment of au state and loran sa*s or use taxes whkri may become ere ksr,a toe w comply vm the provisions of the 'fax Code w4forall applkable law. rtnvdersfandtrtatitts a crirrtasafot9ens+etog�Bnefrarr>fsbunt�artifcatetrs I;hese�PertbrtexahAeRenurhail�st�r, grtrFa dirnao�pvrdtase, wNbeuserlinamannero#mwuarrtha7espeessedtft scertllcale.anddeperidngonu*amormtoftaxetraded.tbeatfememaysange frDm a Class C r;a sdernaafw to a kkny of the secono degree. wcmycr — j rr. Dare NOTE_ This oenkabe cannot be issued for the purchase, tease, or rental of a motor vetrele. Tf rS CPR?717CATE DOES NOT RREt21 ME A NUMBER TO BE VALID_ Sales and Use Tax Sxenplion Numbers" or 'Tax Fxemp' Nurnbers do not exist. This coAlficate should be furnishad to the supplier. Do tidi sood the completodd wruficalle to the Comptroller of Public Accounts, Schertz Historical Preservation Committee BYLAWS Last Revised: January 23, 2020 Revised: October 27, 2022 Ratified: December 6, 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 1 Schertz Historical Preservation Committee Bylaws 2 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. (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)ln 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. Revised/Ratified TBD 3 Schertz Historical Preservation Committee Bylaws 2 (b) Appoint all subcommittee chairs. (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)lf 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. 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.- Revised/Ratified TBD 5 Schertz Historical Preservation Committee Bylaws 0 0 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. 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 21.3.6B1 (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: (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 Revised/Ratified TBD 7 Schertz Historical Preservation Committee Bylaws 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 APPENDIX A Schertz Historical Preservation Committee Committee Invoice 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 FROM: APPENDIX B Schertz Historical Preservation Committee Letter of Request for Fund Disbursement 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 Date ATTACHMENTS: Appendix A: Committee Invoice • Receipt(s) Revised/Ratified TBD 9 Schertz Historical Preservation Committee Bylaws 10 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) 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 Bylaws 12 Texas Sales and Use Tax Exemption Certification 7 iS &r10CJkte does n d t egtrtte a #3wndar to be va*d. City of Schanz AWrmrsleersftraw.P.o.Ba<arAateenle W 1400 Schartz Parkway ee., state, zp code fthe,rtx, TX 78154 WA YEA CWr F%w* ~caahandnumW 210-619-11" 1, the purchaser named ab&m, cialm an exemption from payment of sales and use lakes (for the purchase of taxable Items described below or on the attached order or invoice) from- Seler. Sireet address: City State, ZIP ocae: Deacnptza of items io be purchased or an the attached order or mmfee: Pafchaser claims vm exemption for the keyMng reason: Local Government # 74-1469344 t uhhderstand that u w be �_e for paymcaht of au state end local sates or use taxes which may become dime kC r fac:ee to comply with the provisions of iha Tax Code amrtror all applicable law, twrder&tarldtiratfrrsa cnntinatof enaetcgWa nexarnpoanceMkatetn elresaBarfortaxableitemsihatliQww. atihe hn*ofpuM1?ase, w9be usedunammnner a&er&Anthatexpeeasedrrtttris oenikcote. anddepenrhng on Meamountoftaxevatled tWoflensetneyrange from a Cfass C ahaderneanor to a Wony of the secow degree. P1eLile7lf 1 Tie I dale $Fgrt Ivire NOTE. This oertkate cannot be issued for the purchase, lease, or rental of a matar webecle- ritrs CERWYCATE DOES NOTREQUhTEdt NUMBER TORE VALID. Sales arxi Use Tax'Exemptan Numbers` or `Tax Exemp ' Numbers do not exist. ThIt, certificate should be furnished to tare supplier - Do nagendtho completed cerlifcate to the Gomph-ollerof bilitAccount&