PO Mail Boxes

Started by AgustinM • 13 replies • 1422 views

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AgustinM (California)
Posts: 7

Posted:

Our Association recently took over the lease of a private business (co-owned by a member of the Finance Committee!) for the local 'Village' Post Office.
This means that part of our assessment is being used to run this 'Post Office'.

Since the Post Office does not make door-to-door delivery, some residents on the outer fringe of the town get a mailbox 'cluster', but for the rest of the community the Village Post Office is where to get your mail.

The problem, as I see it, is that only full-time residents can have a PO box according to the USPS.
They want proof that the address is PERMANENT residence.

This means that if you are a person that splits there time between homes, spends vacation weeks, or a 'weekender', getting a PO Box is not possible.
So my question is, can the HOA give out free PO boxes to full time members (and renters), or must they charge for boxes since it is no longer "common grounds"?

LetA (Nevada)
Posts: 2,679

Posted:

How is it possible that an HOA assumes or buys a private business since HOA's are non or not for profit entities?

How are people getting their mail now?? Is this business that your HOA purchased like a Mali Boxes ETC or Postnet?

Mail delivery should be just that, other people that live in communities across the fruited plains go on vacation and they get their mail.

Is you HOA considered a vacation community?

Perhaps you can shutter the "post office" and have the USPS install cluster boxes or your HOA purchase cluster boxes.

You may have to pay a visit to your postal inspector general to get things rolling.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Is this a private company (not the Association, but the business), like UPS store?

OR

Is this part of the US Postal Service?

If it's a private business, there should be no issue in someone renting a mail box.
I would also suggest incorporating the business as it's own entity and only a subsidiary of the Association (i.e. it stands on it's own and fails on it's own).

AgustinM (California)
Posts: 7

Posted:

I do not know the details, but it seems as though the Village Post Office was not making a profit.
It was private at that time.
The owners were going to close it, meaning that either more of the PO Box 'stations' would be erected in town, or folks would have to drive about 15 miles to the Post Office.

Here is a post on the USPS site from another member (at this point, the 4th comment down):
https://www.uspsoig.gov/blog/post-office-relocations-having-your-say

So, without knowing what direction the USPS would do to deliver the mail, the BoD voted to take over the USPS contract and continue service as it was, leasing the space from the building owners.
That lease cost is coming out of our funds.

I have no problem with that.......as long as everyone gets a PO box for free, or everyone is charged for a box if they want it.
If the USPS is saying ONLY permanent residents are allowed free boxes (and not ALL members that pay an assessment) isn't there a conflict??

AgustinM (California)
Posts: 7

Posted:

It was a private business that contracted with the USPS to provide a Post Office like location.
The USPS has been doing this lately, contracting out Post Office like locations for rural areas.
But I believe in that contract with the Post Office 'residents' get to have a free small Post Office box.
Larger boxes are available at a fee........and I suppose non-permanent residents can also rent out a box.
Which would not bother me if it was still a private business.
But when part of my assessment is being used to subsidize this 'Post Office', am I....and other non-permanent member.....not entitled to the same benefits as permanent residents?

LetA (Nevada)
Posts: 2,679

Posted:

are you an owner or renter? Now that the HOA runs this, likely the dues will increase to cover the cost of running the business. This cost will appear on the reserve study and or your community and individual budget breakdown.

How many homes in your HOA? What is the monthly cost to keep this post office open? divide this figure and you will have your individual cost. Perhaps it
would be cheaper to drive the 15 miles.

Why can't the USPS just install cluster boxes for your community? No need to rent a space for a post office.

AgustinM (California)
Posts: 7

Posted:

We are owners.
Dues has increased, but it has increased a bit now for the 2 years we have been owners.
'Reserve Study'?........probably something that needs to be asked for and not just given out.

This is not about cost per se, it is very minimal when doing the math, it's about paying for something that I, and others, cannot use.

If I understand things correctly, this amenity is no longer common area, but rather an exclusive area, to be used for full-time residents only.

LetA (Nevada)
Posts: 2,679

Posted:

Sounds like you really need to petition the USPS for "cluster boxes"

Some HOA's own them and sometimes they are installed by the USPS.

I think the cost would be minimal in the long run to have a contractor install a concrete slab and install a canopy on it to protect the boxes from the elements.
I don't know how much the cluster boxes cost but you can tell the USPS that the HOA would buy the boxes if the USPS would service the community.

Currently is the USPS just dropping off the bulk mail and a member of the association is sorting the mail? Or does the postal carrier sort and stuff the boxes? does each house have an individual box?

AgustinM (California)
Posts: 7

Posted:

Right now the Association is leasing part of a building for the 'Post Office'.
Think of it as a regular 'mini' Post Office.
There are (approx.) 5-6 'employees' that sort the mail, receive incoming packages, sell stamps, we have Priority boxes available, etc.
If we had just cluster boxes we would have to drive 15 miles for those services.

Again, my 'beef' is not that we have the Village P.O., but rather whether or not paying 'dues' in the form of the Association subsidizing the Post Office while only a select part of the community is entitled to free PO Boxes is allowed.
Being a weekender, I would have to pay for a PO Box, while my neighbor who is there full-time gets it for free.
We both pay the same yearly assessment.

DouglasM6 (Arizona)
Posts: 724

Posted:

It's common property because it's owned by the association. All members will have to pay for it equally, if that's what you're asking. Think of it like a swimming pool. Just because a member doesn't use the pool, ever, doesn't mean they don't have to pay for the upkeep of it.

The association is using funds to "maintain" the mail system for it's members. Not all members need this, but some do.

As far as charging the renters/part time residents, I have no opinion on that. Would need more info for me to understand it.

AgustinM (California)
Posts: 7

Posted:

Quote:

Posted By DouglasM6 on 08/08/2017 10:41 AM
................As far as charging the renters/part time residents, I have no opinion on that. Would need more info for me to understand it.

That is EXACTLY what I am asking.....well, not the renters, I am sure they have ID showing their permanent address as being within the association boundaries.
It's the part-timers that spend enough time to want a PO Box, yet not enough time to be considered their permanent residence.
Still, we pay the same assessments as the full-timers.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Agustin

Could you not say the same about any amenity meaning as a part timer you should pay less then a full timer as you are not there all the time to enjoy it?

AgustinM (California)
Posts: 7

Posted:

I suppose I could say that about a lot of amenities that we have.....

But my question relates to 'common area' vs. exclusive use.
It seems to me that the Village P.O.in general is a common area, every member is welcome to use the walk up window, but the PO Boxes are an 'exclusive use' as only full time residents get to have one for free.

Part-timers, if they choose to have a box have to pay for one.
Just feels wrong.

DouglasM6 (Arizona)
Posts: 724

Posted:

Quote:

Posted By AgustinM on 08/09/2017 7:58 AM
I suppose I could say that about a lot of amenities that we have.....

But my question relates to 'common area' vs. exclusive use.
It seems to me that the Village P.O.in general is a common area, every member is welcome to use the walk up window, but the PO Boxes are an 'exclusive use' as only full time residents get to have one for free.

Part-timers, if they choose to have a box have to pay for one.
Just feels wrong.

I understand what you're saying, it seems wrong to me too. Not sure what to do about it though. Explain it just like that to the board and see what happens. Maybe do it in writing, politely, and give them plenty of time to think about it.

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