Replacing CBU for whole community

We are a community of around 250 homes and have lots of cluster mailbox units. per our reserve study, they will be end of life in 3 years and should be replaced.

I'm envisioning that trying to issue keys to 274 homes, about 10% rentals, unknown percent unoccupied, and maybe 2% in transition between owners, will be a headache.

How have other companies done it? Is it possible to hire out the task of issuing keys to an outside firm so we don't have to deal with it as board volunteers?

We just replaced a 100-unit cluster mailbox with one identical to the old one. Our existing keys can still be used.

Otherwise, Bill's idea seem good.

If CBUs are outside, you might want to check with USPO to see if they will handle key distribution and replacement.

Jack, I understand about the renters and that the properties may be owned by corporate owners located elsewhere.

If you have tight documentation of who the renter is, perhaps releasing the key to the renter may be OK. However, if someone's third cousin of the brother of someone shows up to pick up the key, you may have a problem.

Do you release the keys to a renter or do the owners work through local real estate agents when renting/leasing a property? If so, perhaps that is the solution to distributing the key to the renter.

I don't wish to make this more involved than it needs to be, I'm basing my thoughts on a recent experience with a client who claimed the lock on the mailbox door was compromised and mail was being stolen. You don't wish to put the Association in the position of dealing with someone claiming an unauthorized party was given the key.

Agree that this could easily be a total mess. But if I were a Board Member involved, I'd see it as part of my job to try and ensure it was as successful an event as it could be. Too many others want no part of things when stuff gets a little complicated or labor-intensive . . . many are happy to make decisions but not willing to roll up their sleeves and do a little work . . . probably why so much HOA stuff turns into a total $hit$how.

If you come up with a good plan, involve all the stakeholders (Board, homeowners, install company, MC, USPS/postal delivery, etc.), evaluate the needs/requirements and pros/cons from the different perspectives before implementing anything, and communicate to all stakeholders throughout . . . then I think you can have a successful mailbox swap and key exchange/hand-off.

I could see something like this being done by a small group going door to door (250 homes isn't too much to try and tackle . . . 10 people is only 25 homes each). There will obviously be a few homes/renters/owners that cannot be reached and then you'll have to have another approach for them. I think simply distribute (by hand) the new keys to the appropriate people. Know who the owners/renters are before going to each house, so you know who you need to speak to. Have people put their name and sign for the new keys. When the mailboxes are swapped out, they will begin using the new key and can drop the old keys into the outgoing mail slot. USPS can collect them all in a small box or something in the CBU and then hand them off to Board/MC when process is done. Any old keys not returned . . . who cares (you don't need them anymore and they're no good to anyone). Ensuring everyone has the new keys in their possession prior to the mailbox replacement will be imperative. And ensuring teh right people have the right keys to the right mailbox will be equally important.

Talk to the USPS too. I'm sure this happens frequently enough that they would know how best to handle.

Or tell your MC to come up with the plan and pay them whatever they say it will cost your HOA.

We are getting ready to replace 204 mailboxes in our community. We plan on advertising several pick up times at different hours of the day/weekend manned by volunteers. Once that period has past, we will hand over keys to property management and people will have to go pick them up from their office.

Does your HOA hold onto a master key for each box? We've had an issue right now where the HOA does not have any master keys. If you buy a house that did not come with a key, you have to buy a new lock set, then wait around for USPS to come so you can swap it out.

With the new mailboxes we put in, we have the option to hold a master key but are not sure we really have the capacity to manage those keys. Also, I'm not sure how to prevent someone from changing out the lock and not giving us the new master key.