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As of August 2003 the policy regarding both the installation
and maintenance of cluster mailboxes was changed. In the past, the
post office (USPS) policy was to purchase and maintain cluster mailboxes
at strategic locations around the community. The Hampton Roads Regional
Postmaster says the USPS will continue to maintain those cluster boxes
installed prior to August 2003. However, the post office will not
pay for, nor install any new cluster boxes. And they will only replace
those cluster mailboxes installed prior to August 2003 if needed.
This is covered in the USPS manual "2.1.3 Customer Maintenance
of Receptacles - Customers must provide authorized mail receptacles
or door slots, except for mail receptacles authorized by the USPS
to be owned and maintained by the USPS. The purchase, installation,
maintenance, and replacement of mail receptacles used by customers
for mail delivery are not the responsibility of the USPS." It
is important to remember that Associations at this time have no
investment in, or responsibility for, cluster boxes that were in
place prior to August, 2003. If your cluster box was installed after
August 2003, however, the Association is now responsible for its
maintenance and replacement as a result of this decision. While
there is no indication that they will do so, it is possible that
the USPS may at some date decide not to maintain any cluster boxes
in any Association.
To replace their cluster mailboxes at the end of their useful life,
the Association has to contact the local postmaster and get permission.
The replacement boxes have to be considered "acceptable"
and manufactured within the parameters set up by the USPS. The association
will have to pay the cost of replacing a cluster mailbox. Because
this change in policy is so different from the past policy, many
associations are only now becoming aware of their responsibility
to add funds to their replacement reserve to cover this common component.
You will need to determine the installation date, so your reserve
study preparer can determine if it should be included in your reserve
study.
For developers of new Associations this decision is even more critical.
"It is unclear who will buy the cluster box units (CBUs)
and who will provide the land," said NAHB Regulatory Counsel
A.J. Holliday. "USPS used to provide CBUs, but now the expectation
seems to be that the developer will provide the land and buy the
CBUs, and they will be placed wherever USPS decides, after whatever
consultation it declares to be adequate. Parking and lighting at
CBUs may be assigned in a similar way. Since lighting is a continuing
cost, like mowing and other maintenance, developer-provided CBUs
may require formation of a home owners association that can assess
the households to pay for these costs."
David L. May, Jr., AIA, President
DLM Architects |
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