In an effort to update mailboxes and to keep up with the day-to-day use of the mail by Postal Service customers, address the operational needs of the Postal Service, and provide security for mail, the United States Postal Service (USPS) adopted new mailbox standards published on September 3, 2004 These new standards are the result of a compromise between the USPS, the National Multi Housing Council (NMHC)/National Apartment Association (NAA), the Community Associations Institute (CAI), among other community housing advocates. Not all community interest developments are affected in the same way, so what do these new standards mean to your community?
What are the new standards?
First, the new standards, entitled United States Postal Standard 4C, Wall-Mounted Centralized Mail Receptacles, call for “Standard 4C” mailboxes. These mailboxes, whose dimensions are 20 percent larger than the old ones, must be at least 3 inches high, 12 inches wide, and 15 inches deep. Second, one parcel locker must be installed for every 10 units. These lockers, which provide a place for delivery of packages or other over-sized mail, must be 15 inches high, 12 inches wide, and 15 inches deep. In the alternative, if building owners or property managers do not wish to install lockers, they may choose to provide another procedure for parcel delivery, such as concierge service or acceptance at the building management office. Lastly, the new standards call for all communities that replace their mailboxes to upgrade the mailbox locks to the lock that USPS uses, which is the improved Arrow lock. USPS Inspection Services documented that reported attacks on wall-mounted boxes increased from 988 in FY 2000 to 2,819 in FY 2002, and this new security requirement will serve to better protect USPS customers’ personal information from identity theft.
Which communities are affected by these new standards?
The new law applies to residential communities with four or more units that utilize clustered mailboxes. It does not apply to residential properties that have individual mailboxes or homes such as townhouses, which are entered through individual doorways. Any newly constructed and existing communities of four or more units that use clustered mailboxes will be required to follow the new standards only if they undergo substantial renovation after the phasing-in period lapses. The published standards implicitly state that although building owners and property managers may decide to retrofit (replace) their buildings' mailboxes voluntarily, the standard “imposes no general retrofit requirement.” However, despite not qualifying as a “substantial renovation” which would trigger the need to conform to the new mailbox measurements, qualifying communities that replace their mailboxes must upgrade their mailboxes’ security by installing Arrow locks.
What is the definition of “substantial renovation?”
The USPS defines “substantial renovation” as “projects involving structural alterations in the mailbox area that create the opportunity to accommodate wall-mounted mail receptacles” that comply with the new standards. Routine maintenance like painting or repairing of old mail receptacles will not be considered a substantial renovation.
What is the phasing-in period?
Associations will have two years to phase in the new standards. Therefore, associations will not have to implement the new standards even if they are undergoing substantial renovations unless the construction permits are filed two or more years after Oct. 5, 2006. Additionally, associations that replace their mailboxes within the phasing-in period will only have to upgrade the mailbox locks as opposed to having to conform with the new measurement and parcel locker requirements.
Will any exceptions be made to the new rule?
Postmasters have the discretion to grant exceptions in the following situations: 1) if compliance would cause a violation of local building codes or other laws; 2) if compliance would be dangerous, such as disturbing asbestos; and 3) if compliance would result in great financial hardship to the association.
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