Mailbox FAQs

NOTE: The post design, material, and color  is under review per the discussion at the September 30 Special Assessment meeting.

Q: What is included in the bid estimate?

A: There are several components to the bid. Here are the items included in it.

1. Removal and disposal of all mailbox/posts/boxes

2. Purchase and installation of mailboxes on post

3. Purchase and installation of a solar light cap on top of the mailbox post

4. Purchase of materials, building, installation, and staining of mailbox stations.

Q: What lumber was considered as options for the bid?

A: Two wood posts were considered, Rough Sawn Cedar and Cedar Tone/AC2.

Rough Sawn Cedar considerations: All natural, environmentally friendly, not chemically treated, looks rigid, and more expensive to cut and mill, which would mean a higher price for us to use. 

Cedar Tone/AC2: Structurally built; chemically treated to prevent rot, resist moisture, resist insects and decay; has smoother and sharper lines by design; is much cheaper to mill and create; doesn’t need as much upkeep as Rough Sawn Cedar; is naturally darker with chemical dye.

Q: There's no reference to tax in the bid. Are there any taxes on any part of the bid?

A: No tax is charged

Q: What is the triangle shown at the top of the post design?

A: It is a solar light cap to make our mailboxes more visible.

Q: Is it possible to have two of the 3-mailstop designs built so we can show the owners what the final design looks like? 

A: We must coordinate everything in a linemen style assembly process to keep costs down to achieve the pricing model given based on the number of mail stops. To build just 2 mail stops will have too much time and waste.

Q: If an individual mailbox is replaced on a multi-mail-stop design, will there be easy access to remove the old mailbox and install a new one? 

A: Yes, all homeowners will have a mail box mount bracket under each box for access to screw into (recommended replacement with stainless steel screws otherwise any other screws will rust).  The mount bracket will add strength and durability to the post design.

Q: Is there any way to make this new design work with the existing posts. Some owners had to rebuild their posts within the last 5 years because they were damaged by external events.

A: Possibly, if the existing post can accommodate the new design’s height requirements. Keep in mind the current lumber is rough sawn cedar and we want to move to a better treated cedar tone product that will resist rot, bugs, decay and create longer maintenance free work. If we run into the scenario where there is existing posting that is good, we can still use post and then keep the rest in cedar tone AC2 treated lumber. When it’s all stained oil rubbed bronze, you probably won’t really know the difference and the accent light on top will make the beautification much better. We would have to sand and scrape the painted post then stain it.

Q. Does everyone have to get a new mailbox? I just replaced mine this year.

A: For consistency it would make sense to replace all the mailboxes. However, we have the option of reusing some mailboxes that are newer and have a good appearance. The decision will need to be made on a case-by-case basis by HVHA.

Q: Does the cost bid include locking mailboxes?

A: The bid estimate had a separate line item for installing the large mailboxes currently used. If an owner wants to have a locking mailbox instead, they must purchase and supply it to the contractor for installation.

Q: I have a locking mailbox now. Can my mailbox be reused with the new design?

A: If the mailbox appearance is still good, it may be installed on the new post. This will be decided when the contractor and HVHA do their review survey of the mailboxes. 

Q: What about the mailbox numbers, are those included in the new design? 

A: HVHA will provide new mailbox numbers for all mailboxes.

Q: Just to clarify, the contractor's estimate includes bringing our mailbox issue up to code, right, with all the appropriate dimensions setbacks required by the city and the post office?

A: To the extent that it’s possible. The contractor will contact 811 to have utilities marked. Many of our posts are too close to utilities to install them farther back from the curb. The mailbox will be mounted further back on its support than our current design to add the required 10-inch clearance beneath the box will be added. Keep in mind, Highland Village uses jumbo-sized mailboxes and will need support under the mailbox that the U.S.P.S. requirements and City of Woodbury design do not show. This additional support will prevent the mailbox from tipping forward when mail and packages are delivered.

Q: Why are some mailboxes being installed as a one-box, one-post design? Why not all

A: The mailbox groupings were determined by how they exist now. There are 17 lots whose mailboxes stand apart from any others and therefore are not grouped.

Q: Who manufactures the oil rubbed bronze stain? Please provide a link to the manufacturer to post it on our website for future maintenance.

A: The stain color name is burnt hickory by Cabot. https://www.menards.com/main/paint/exterior-paint-stain/exterior-wood-stains/solid-color-stain/cabot-reg-solid-color-oil-deck-stain-1-gal/140-0001606-007burnthickory/p-7937932433148-c-7957.htm 

Q: What is the time frame to complete a project like this? 

A: First, 811 will have to mark utilities. Then we'll need to finalize the count for the number of mailboxes that are being purchased and determine any posts that could be reused (less than 5-years old). Real Estate Addix works 7 days a week so if things go perfect 2 weeks is within reason as well. We will also provide a temp stop for each mail stop so mail and packages can still be delivered while we are working each day throughout the community.

Q: What else could affect completion of this project?

A: The biggest factor will be how quickly our HOA can pass and then collect a special assessment to reach the 75% down payment required for work to start.

Q: Can I build my own mailbox/post?

A: No. ALL Highland Village mailboxes need to be brought up to compliance with the new design. Therefore, we will require the new mailbox/post to be built and installed by Real Estate Addix for consistency. 

Q: Who will be responsible for future repairs or replacements to mailboxes?

A: No final decision has been made about responsibility. It will be a topic of conversation at the Annual Meeting.