Mailbox Replacement Project FAQs

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(s)

3.  Purchase and installation of a triangle cap on top of the mailbox post(s)

4.  Purchase and installation of black weed guard wrap at base of post(s)

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

Q: What materials were considered as options for the bid?

A: We reviewed options to use:

• 4x4 posts–Rejected as visually too narrow for the mailbox size 
• 6x6 composite posts–Rejected as cost exceeded approved budget 
• 6x6 AC2 rough-sawn cedar–Rejected as cost exceeded approved budget 

We selected:

• 6x6 AC2 cedar-tone posts–Selected as both cost-effective and durable. CedarTone/AC2 is 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: What design criteria was given to the contractor?

• Eliminate newspaper boxes (discussed at Sept. 2024 Special Assessment Meeting)
• Install posts 36-inches below grade
• Eliminate decorative router cuts at the top of post
• Mount black pyramid caps on top of posts
• Wrap black weed guard at post base
• Mount one mailbox using single post 
• Mount two mailboxes on crossbars supported by single post
• Mount three to five mailboxes on crossbars supported by two posts 
• Mount mailbox so its bottom is 41 to 45-inches above grade, based on topography
• Allow 10-inch clearance beneath mailbox
• Install mailbox with 6-inch to 8-inch curb setback, where utility placement permits
• Keep mailbox size (Jumbo T3) and color (black)
• Affix Association-provided mailbox numbers to mailbox door

Q: When will we see drawings of the new post design?

We are working with our contractor to obtain drawings to post here, as soon as possible.

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 cap to to top the posts, adding an architectural element and eliminating the routered design in the current mailbox posts.

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: No. Keep in mind the existing posts are rough-sawn cedar. We are moving to a better treated cedar tone product that will resist rot, bugs, decay and create longer maintenance free work. The post appearance has been simplified to eliminate the decorative routing at the top of the existing posts. The simplified appearance reduces future replacement costs and provides a cleaner appearance throughout the neighborhood.

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 have been determined by how they exist now. There are 17 lots whose mailboxes stand apart from any others and therefore are not grouped. These lots will continue to have one mailbox mounted to the post and in the same location as currently installed.

Q: What color will the posts be?

A: The posts and mailbox support cross beams will be treated AC2 CedarTone lumber.

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 70% 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 a future Annual Meeting. However, if the Association were to take over responsibility for this, it would require an increase to the annual assessment.