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TEXAS HISTORICAL COMMISSION SECTION 1: The County Historical Commission The Texas Legislature set up the system of county historical commissions (CHC) to assist local commissioners courts
and the Texas Historical Commission (THC) in the preservation of each county's historic and cultural resources. The duties and responsibilities of a CHC are set forth in detail in Texas'
Local Government Code, Chapter 318 (see Appendix I). The statute is fairly broad, leaving latitude for the CHC to organize and undertake activities appropriate to the county's size and
resources. The statute does have some specific requirements that apply across the board to all CHCs, and these should be heeded. MEMBERS AND MEETINGS Organization and Bylaws To be a
leader in preserving local history, a CHC should apply good organizational methods to both personnel and activities. This section of the handbook provides a model organizational structure,
a discussion of fiscal responsibilities and planning, and a description of basic committees committees that should be formed. The organizational chart (Figure 1) shows the lines of communication
that should result in well-informed and active commission members. Of primary importance is the need for a CHC to establish a set of rules (bylaws) for its own regulation. Bylaws should
cover at least the following aspects of the CHC: name, purpose or objectives, membership, officers and their duties, method of selecting officers, meetings, committees and their duties,
method of reporting activities, parliamentary procedures and method of amending bylaws. Once a CHC has adopted bylaws, the county commissioners court should ratify them. Sample bylaws
are available from the THC's History Programs Division. County Historical Commission Size and Structure The CHC must have enough members to accomplish its goals, and each member must
have a specific role to play. The statute authorizing the appointment of CHCs does not limit the size of a commission, except to set a minimum number of seven county residents. Therefore,
the county commissioners court may appoint as many commission members as needed to carry out the CHC's goals, in keeping with the CHC's bylaws. Some CHCs even allow for noncounty residents
on the commission; as long as there are seven county residents, the basic requirement of the statute is fulfilled. Although the statute provides for commission appointments during January
of odd-numbered years, it does not forbid further appointments as needed at other times. It does require the commissioners court to fill a vacancy on the commission for the remainder
of the unexpired term. Commission membership must be as balanced as possible. Consider a balance of men and women, ethnic groups representative of the county's population, and a variety
of age groups. Recruit at least one member from each community in the county as well. Members should have an interest in historic preservation and an understanding of local history and
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Figure 1 Suggested Organizational Chart for County Historical Commission. . .Researcll . . ~~t'S ···.tij~ttoo .Jlinance. ..andlmdget Endangered Properties Committee ... 1-3
TEXAS HISTORICAL COMMISSION resources. Please make sure the county judge provides the THC's History Programs Division with a list of appointed members and their contact information (mailing
addresses, phone and fax numbers, email addresses) as soon as appointments are made. Note that the statute does not address the issue of CHC officers. This is a matter left to each county
and an issue that should be addressed in the bylaws. Some counties elect officers, including the chair; in other counties, the commissioners court appoints the chair. Frequency and Location
of Meetings The CHC is required by statute to meet at least four times per year but may meet as often as the commission decides under its adopted rules. When determining the frequency
and locations of meetings, consider the following: • location of commission members and distance from each other; • activities being carried out by the commission; • types of meetings
held and length of time allotted for them; and • availability of suitable meeting places. The THC encourages CHCs to host meetings in different communities in the county to generate
countywide support for and interest in the CHC program. For publicity purposes, local news media should be invited to every meeting. Open Meetings As an arm of county government, the
CHC is subject to the laws that regulate governmental subdivisions. One such law is the Open Meetings Act, contained in the Texas Government Code, Chapter 551. In accordance with that
statute, CHC meetings must be open to the public. The applicable sections of the statute read as follows: §551.002 Every regular, special, or called meeting or session of every governmental
body shall be open to the public ... §551. 041 A governmental body shall give written notice of the date, hour, place, and subject of each meeting held by the governmental body. ' §551.043
The notice of a meeting of a governmental body must be posted in a place readily accessible to the general public at all times for at least 72 hours before the scheduled time of the
the meeting ... The county clerk can assist with posting notice of the meeting. The county attorney's office should have a copy of the complete statute for those who need more information.
It is also available on the Office of the Attorney General's web site: www.oag.state.tx.us (click the Open Government links). Training and Education County historical commission members
should have a demonstrated interest in historic preservation when they are appointed to the commission. New CHC members should be trained in the structure and activities of the commission.
Once on the CHC, members should keep 1-4
TEXAS HISTORICAL COMMISSION informed of preservation trends and issues on local, state and national levels. A variety of opportunities exists for continuing education, including, but
not limited to, the following: • The Medallion is the THC's free bimonthly publication. Contact the THC's Marketing Communications Division at 512/463-6255 or email thc@thc.state.tx.usif
you are not currently receiving The Medallion. • The Annual Historic Preservation Conference, held each spring (in Austin during odd-numbered years and in other cities around the state
in even-numbered years), is a great opportunity for training and networking with other preservationists from around the state. • The THC also offers regional meetings to provide basic
and advanced information and training. Consult the THC's web site or The Medallion for the next regional meeting near you. • A host of state and national preservation organizations offer
newsletters, magazines, seminars and conferences that provide continuing education. Check out the organizations in Appendix III, including Preservation Texas, Inc., the Texas Association
of Museums, the National Trust for Historic Preservation and the American Association for State and Local History. Each county historical commission should strive to be represented at
at least two preservation conferences or seminars per year. COMMITTEES AND THEIR DUTIES Role of Committees A sound committee organization within the CHC will ensure the success of the
county's historic preservation program. It is important to appoint committee members on the basis of their interests. Committee members can help set their committee's long-range goals
and annual program of work; however, the committee chair must coordinate all activities and be responsible for communicating with the CHC chair. Committees should initiate projects only
as necessary. Do not duplicate existing projects and activities being carried out by other historical or preservation groups. Coordinate projects with other groups as much as possible.
Following Following are suggested duties and responsibilities for basic CHC committees. Keep in mind that these are only guidelines and each CHC should incorporate what will work best
for each local circumstance. The committees you ultimately organize will depend upon your goals and objectives. Finance and Budget Committee The Finance and Budget Committee is responsible
for all matters relating to the CHC's fiscal responsibilities. This includes management of the CHC's budget and funds in accordance with county government procedures. The committee's
activities include the following: 1-5
TEXAS HISTORICAL COMMISSION • Determine when the county budget is prepared, and request, both personally and in writing, that the commissioners court budget county funds for the work
of the CHC; present a detailed program of work to substantiate the request. • Work with the county treasurer to determine the total amount of CHC expenditures for the year and prepare
a budget. Remember the budget and the year's program of work should be parallel documents. • If necessary, raise private funds to supplement county appropriations; make sure privately
raised funds are managed in accordance with county government regulations. • Use the CHC's budget to guide expenditures made in carrying through the year's program of work. Make necessary
reports to county officials. Executive Committee The Executive Committee generally is composed of CHC officers and others assigned based on their demonstrated leadership abilities and
interest in historic preservation. Activities of the committee might include the following: • Act as liaison between the CHC and the THe. • Make decisions regarding CHC work between
regular meetings as might be provided for in the bylaws. • Provide training for new commission members. • Act as liaison between the CHC and individuals or organizations seeking advice
on, assistance with, support for or sponsorship of preservation projects. • Make visitation arrangements with neighboring CHCs to exchange ideas and programs and to work on joint projects.
History Appreciation Committee The History Appreciation Committee should strive to create countywide awareness and appreciation of historic preservation and its benefits and uses. Potential
projects include the following: • Conduct Texas and county history appreciation programs (see Section 8 for discussion). • Work with schools and civic organizations to present programs
on the county's history. • Sponsor historical tours, dedications, commemorations and observances (perhaps in conjunction with the Heritage Tourism Committee; see Section 8). • Organize
activities with Junior Historian chapters in the county. Publicity Committee The Publicity Committee is responsible for making sure CHC activities are well publicized, so citizens of
the county are aware of the commission and its responsibilities in the field of preservation (see Section 8 for more ideas). This committee would be responsible for the following: 1-6
TEXAS HISTORICAL COMMISSION • Publicize commission work through news media, speeches and contacts with chambers of commerce, civic and study clubs, and tourist and history-related groups.
• Publish a newsletter. • Prepare articles and feature stories for local media. • Cooperate in research, preparation, publication and distribution of maps, guides and pamphlets. Research
and Markers Committee The Research and Markers Committee is responsible for all matters related to Official Texas Historical Markers (see Section 7 on markers). This responsibility includes
the following: • Survey subjects and sites for possible historical marking. • Research and prepare marker applications as possible. • Help persons interested in obtaining a marker through
the application process. • Review all marker applications for accuracy and completeness before submitting them to the THe. • Establish a system for the periodic review, assessment and
maintenance of Official Texas Historical Markers in the county. • Initiate the process for other official designations, such as the National Register of Historic Places, Historic Texas
Cemetery and State Archeological Landmark (see Section 5 for discussions of these programs). Endangered Properties Committee Keeping a watchful eye out for properties in the county that
are threatened by neglect, deterioration, lack of maintenance, insufficient funds, vandalism, inappropriate development or other adverse effects is the responsibility of the Endangered
Properties Committee. Activities of this committee might include the following: • Use the county's survey of cultural resources (see Section 4) to develop a list of high-priority properties
to watch. Assign each committee member several of those properties and establish a system for a periodic review and assessment of each property. • Respond to any requests from the THC
for information on endangered properties in your county. • Develop an "11 Most Endangered Properties" list for your county and publicize it in conjunction with the National Trust Trust
for Historic Preservation's annual announcement of the country's 11 most endangered properties. Coordinate your efforts with the Publicity and History Appreciation Committees. Other
Committees Beyond the scope of these basic committees, there is a need for committees that concern themselves with specific preservation priorities. Again, committees should reflect
the CHC goals and objectives. 1-7
TEXAS HISTORICAL COMMISSION • An Oral History Committee oversees the commission's endeavors in oral history projects. This committee determines long-range goals for the oral history
program, coordinates placement of audio-or video-taped interviews and/or transcripts in libraries and other archival centers and oversees funding for projects. • An Archives Committee
oversees the management and preservation of documents pertaining to the CHe. • An Archeology Committee undertakes activities that promote the preservation of archeological resources.
Due to the irreplaceable nature of archeological resources, the committee does not usually undertake site investigations. The committee should consult THC Archeology Division staff to
coordinate special projects. • A Museum Committee serves as the liaison between the CHC and the county historical museum, if such exists. This committee should also stay abreast of activities
in all museums throughout the county. • A Cemetery Committee is involved in cemetery surveys, cemetery clean-up days (in conjunction with local cemetery associations) and other similar
activities. It may also pursue Historic Texas Cemetery designation for the cemeteries in the county. • A Heritage Tourism Committee formulates strategy and develops the tools needed
to spread the word about the county's historic sites and attractions. It might develop a brochure on historic sites in the county, supplemented by a historical walking tour brochure
or a historical driving tour with cassette tape. Committee members should be well versed in the state's heritage tourism programs, including the Texas Historical Commission's Texas Heritage
Trails Program (see Section 8 for more information on heritage tourism). • A Public Policy Committee monitors actions of federal agencies, local governments and developers to ensure
that plans for future projects (roads, new construction, housing, etc.) will not endanger a historic property or area. Historic properties are often lost because the preservation community
is not aware of the danger until it is too late. Committee activities might include the following: D Advise the commissioners court and the THC on citizen thinking and interests, serving
as a direct channel for the expression of citizen concern. D Monitor legal notices in the local newspaper for announcements of public hearings or pending projects and notify the THC
when appropriate. D Testify at hearings of city councils and county government. D Work closely with local landmark commissions, planning and zoning boards, and councils of government.
• A Certified Local Government (CLG) Committee oversees the CHC's involvement in the federal and state CLG program, administered by the THe. The committee shall consist of at least five
but no more than 15 members, with one member serving as local preservation officer designated by the county judge. All members must live in the county for which they serve and must have
a demonstrated interest, competence or knowledge in historic preservation and 1-8
TEXAS HISTORICAL COMMISSION indicate such on resumes or statements of interest submitted at the time of application to the THC and during periodic audits. To the extent possible in the
county, members should have professional qualifications in history, planning, architectural history, architecture, archeology or related fields. Verification of these qualifications
are subject to review and approval by the THC following federal guidelines. Specific responsibilities of this committee include: o Establish a system to survey, evaluate, register, document
and protect historic properties in the county. o Develop and maintain an inventory of surveyed individual historic properties and districts in the county. o Establish a system to periodically
review Recorded Texas Historic Landmarks, State Archeological Landmarks and properties listed in the National Register of Historic Places. o Provide for public participation in the local
historic preservation program, including the process of nominating properties to the National Register of Historic Places. o Foilow the Secretary of the Interior's Standards and Guidelines
for Historic Preservation as the standards for CHC and committee activities. County historical commissions that are approved as CLGs may, on an annual basis, seek funding for eligible
projects through the CLG grant program. Such projects may include publications, workshops, videotapes, surveys, National Register nominations, preservation planning, and training and
education of committee members. FISCAL RESPONSIBILITIES Status in County Government The CHC is an arm of the county government. Therefore, funds from any and all sources must be deposited
with the county treasurer but may be placed in a special CHC account. Because details of fiscal procedures vary from county to county, the CHC's Finance and Budget Committee should become
familiar with county procedures and establish a good working relationship with the county auditor or treasurer. Quite often, either or both can assist in the preparation of the CHC's
budget. The CHC must make periodic reports to the commissioners court on how it is spending its funds. The county treasurer can invest CHC monies in interest-bearing accounts for additional
benefit to the commission. Any CHC that has existing certificates of deposit or money market funds may leave them invested until maturity, but the county treasurer must clear them before
they are reinvested. The county judge and commissioners court may allow the CHC to invest its funds separately, but monthly reports must be filed with the county treasurer. County historical
commissions that hold real property and museum collections should be aware that these are the property of the county and are governed by the commissioners court. Acceptance of donations
of real property and collections by CHCs must be approved by the county judge and commissioners court. 1-9