10/01/2024
Keys for the newly installed mailboxes that replaced the damaged mailbox clusters as well as keys for the Woodbridge cluster are still available for pick up at USPS if you have not picked yours up yet. USPS confirmed today that were NO BREAK INs in the Woodbridge cluster in the past month. Our neighborhood boxes within the Woodbridge cluster were unavailable for mail delivery for a period of time while USPS re-keyed and re-assigned boxes to aid with mail flow for their carriers. USPS posted notices on the boxes informing residents to pick up mail at the post office during that time.
09/13/2024
New mailboxes are installed!
For owners who have mailboxes in the cluster closest to Woodbridge, you will also be receiving re-assigned boxes and new keys. USPS will make changes to those boxes sometime between 09/13/2024 and 09/16/2024. During that time, your mail will be inaccessible in the mailboxes and your current keys will not work.
All owners with mailboxes along Woodland Oaks Drive should be able to pick up new keys at the Schertz Post Office starting 09/16/2024. In order to get your new keys, you will need to provide a valid ID with your address. You may be asked to turn in the old keys. Please note that all owners may receive a different numbered box based upon USPS re-working route assignments.
09/11/2024
The Board was just notified by the Schertz USPS that installation for the new mailboxes is scheduled to begin 09/12/2024. USPS will provide notice to owners regarding mail delivery and will provide instructions for new key pick up once installation is complete. Thank you for your patience as the Board has worked diligently with USPS to restore full mail delivery to our neighborhood.
09/05/2024
The Board continues to contact Schertz USPS to find out when the new mailboxes will be installed. USPS is in possession of the new mailboxes and is responsible for installing the locks. As of today, the USPS contact stated that he is working with higher level personnel to move our neighborhood up on the list for installation, but is unable to provide a date. The Board will continue to push for answers and action.
08/15/2024
New mailboxes have been ordered and the Board is working with USPS on installation plans. Once we have more detailed information about installation dates and the process for getting access to the new mailboxes, we will post information on this website.
For homeowners who have not paid the $200.00 special assessment for the mailboxes by the allotted due date, your account will become delinquent and will be assessed with fees as set forth by our Governing and Assessment Documents located here: https://pwohoa.org/documents/29-2/ and https://pwohoa.org/documents/other-documents/. Please be aware that any homeowner delinquent balance of more than $250.00 will be handed over to the attorney. This is standard for any account and required by the Governing documents.
The list of fees was sent to all homeowners in February 2024 in the Annual Notification. The first few lines on Page 4 are standard once an account becomes delinquent.
07/26/2024
We are still awaiting information from USPS customer service representative, Chase Quinby, concerning installation of mailboxes. We will post an update here once received. While we wait, Pat (our USPS carrier) asked us to notify those who have mail held at the Schertz Post Office to pick it up at least every 7-10 days. After 10 days, she said they will have to return to sender.
If you have not paid the $200 special assessment for the mailboxes that was due 7/21/24, interest and fees will begin accruing soon. Please check the invoice and late notice reminders sent to your email (if you provided one to the HOA) and sent in hardcopy to each owner’s address.
07/16/2024
Reminder that the $200 special assessment for the mailboxes is due from all PWO owners by 07/21/24. The HOA board is waiting on additional information from Schertz USPS regarding future installation of the mailboxes and we will provide an update on this website once additional information is received.
06/28/2024
PWO HOA President Kim Drake spoke in person with Art Sanchez, Schertz USPS Postmaster, on 06/28/24 regarding the Kens5 news story that posted on 6/26/24 https://www.kens5.com/article/news/community/mailbox-theft-san-antonio-crime-tx-police-mail/273-a9b4b767-f47c-47dd-82c3-d6d65bf99b09 regarding a San Antonio neighborhood that had mailboxes vandalized and were successful in getting USPS to fund replacement of the mailboxes. Mr. Sanchez stated that he did not know the facts or circumstances regarding why USPS replaced those mailboxes and that many other HOA’s in Schertz neighborhoods have had to pay to replace their own mailboxes. He also stated that the budget for the San Antonio USPS is much larger than Schertz and that USPS could not be responsible for replacing the PWO mailboxes. He provided the following letter to Kim:
Letter-from-Postmaster-6-28-2406/21/2024
$200.00 one-time mailbox special assessment invoices
Electronic Invoices – The $200.00 one-time special assessment electronic invoices have gone out to everyone with an email address on file. If you did not receive it, please email [email protected] and in the body of the email please provide your phone number in case we need to contact you directly to work through any technical difficulties.
Paper Invoices – The owners who do not have an email address on file were mailed paper copies of the invoice. If you would like to pay online instead, please send an email to [email protected] and we will quickly update QuickBooks and email you an e-invoice. If you would prefer to pay by check, please either include a copy of the invoice in your return envelope or write your address at the Park at Woodland Oaks on your check. Please mail your check to:
The Park at Woodland Oaks Owners Association
PO Box 164
Schertz, TX 78154
06/20/2024
The Mailbox Special Assessment has passed and mailboxes will be replaced! Invoices will be sent electronically first, followed by regular mail. All homeowners will have 30 days to pay (see invoice details), electronically or by check. The sooner we can collect for this Special Assessment, the sooner we can purchase and install our new mailboxes. Thank you again to our HOA community for your appreciation and understanding as the Board works to get us back on track!
06/20/2024
The Annual Meeting for The Park at Woodland Oaks Owner’s Association and vote regarding
issuance of a Special Assessment to purchase, replace, and install new mailboxes within our
neighborhood has concluded. In accordance with Article XXXVI of the Declaration of
Covenants, the Special Assessment for this purpose may be issued provided the agreement of
2/3 of owners in good standing. The final results indicated that more than 2/3 of the owners
voted “FOR” issuance of the Special Assessment to replace the mailboxes.
A one-time bill for the Special Assessment for this purpose and will be sent to all owners within
the neighborhood. All 230 owners will be given 30 days to pay the bill in the amount of $200.
Payment may be made electronically through an e-invoice sent to the owners’ email address on file or by check. Instructions for both options will be included on the invoice.
Owners are encouraged to pay quickly so that funds may be collected and the mailboxes can be
ordered. Once the mailboxes are received, a group of volunteers within the neighborhood will
work with the city and the USPS to install them. These volunteers may begin removal of the
damaged mailboxes immediately in order to prepare for the impending installation of new
mailboxes, so please do not be alarmed if you see them removed.
Once the new mailbox installation is complete, the USPS will issue new keys to all owners.
USPS will provide more information on that process in the future.
06/11/2024
The City Manager, Steven Williams, stated the city will not provide concrete for the new mailboxes. We will have to use the existing concrete pads. He stated if the concrete cracks or brakes during the installation then the city may repair it.
05/17/2024
The Park at Woodland Oaks (PWO) Homeowners Association (HOA) Board and Management Company have been working diligently over the past few months to reconcile our HOA and provide current and relevant information to the owners within our community. This includes a significant number of hours spent behind the scenes researching options regarding our mailboxes. Since the mailboxes were broken into over Easter weekend, we’ve learned the following:
- Per USPS regulations and our local Post Master, homeowners and HOAs are responsible for fixing and replacing mail receptacles.
- Individual mailboxes on a homeowner’s property are not an option, according to USPS.
- USPS will not hold mail indefinitely. It is a short-term courtesy. Mail will be returned to sender.
- Our mailboxes are outdated and cannot be repaired due to unavailability of replacement parts.
- The Post Master has indicated that our mailboxes are vulnerable compared to newer models and this is the 3rd instance of break-ins within our community. A more secure model is advised.
- Insurance will not cover the cost of the damaged mailboxes. PWO Owner’s Association must self-insure and plan for future expenditures.
- To restore full mail delivery to all PWO owners, we must replace all mailboxes.
- In accordance with our Declarations and Covenants and in order for the Board to issue a special assessment to all owners, a VOTE FOR the assessment is required by 2/3 of all owners in good standing. As of May 5, 2024, a minimum of 147 owners out of 230 must VOTE FOR the special assessment in order to collect funds and replace the mailboxes.
- If a minimum of 147 votes FOR the special assessment are not received in person at our annual meeting on June 20, 2024, or by proxy or by absentee ballot by June 13, 2024, then the community IS UNABLE move forward with the purchase and installation of the mailboxes. Without new mailboxes, owners will have to either 1) Have mail sent to another address, 2) Rent a PO Box (approximately $222 PER YEAR), or 3) Find an alternate means of receiving mail since the USPS will not continue to hold our mail indefinitely.
- Cost to purchase the mailboxes is about $30,000. Costs to pay a contractor to install the mailboxes is about $9,000. Concrete repair maybe required during install. Estimate is unknown.
- Your Board has been actively working to bring down the cost to the lowest amount possible.
- Several owners within our community, including your Board, the management company, and their family members, have all volunteered to install the mailboxes once purchased. This labor is being offered at NO COST and for this ONE TIME ONLY. This will save about $9,000 in contractor cost. Concrete repair is still unknown.
- The exact amount of the special assessment will be determined once costs and estimates are finalized. The anticipated ONE-TIME ASSESSMENT will be approximately $150-$220 per owner. This INCLUDES the cost to self-insure. The one-time assessment cost will be the same for every owner.
Please know that the Board has explored a multitude of possible options to fix our mailbox situation. The information above is a summary of our ONLY OPTION.
If you have additional questions, please email us at [email protected]. Otherwise, please take time to attend the annual meeting on June 20, 2024 to cast your vote. If you are unable to attend, you may 1) appoint, by proxy, another PWO owner to vote on your behalf, OR 2) complete the Absentee Ballot with your vote. The proxy or absentee ballot must be returned to the Board by June 13, 2024. You may email your proxy or absentee ballot to [email protected] before the deadline.
Additional information about the annual meeting, including a copy of the ballot, was mailed to each owners’ address and is also available on the PWOHOA.org website.
Respectfully,
Kim Drake
Board President
Background Information About Why USPS Will Not Pay for Mailboxes
For those who have additional questions about USPS paying for the replacement/repair
of the mailboxes, we provide the following information.
We have spoken with and emailed the Schertz Post Master, Arthur Sanchez, several
times. He is adamant that the HOA is responsible to replace/maintain the damaged
mailboxes.
Based on USPS POM Issue 9; ‘Section 632.11 Responsibilities’ clearly states,
“Purchase, installation, and maintenance of mail receptacles are the
responsibility of the customer.”
While section 632.12 states that, “the Postal Service may purchase and install
them,” our Post Master clearly stated he would not.
Section 632.22 Locks and Keys, “The Postal Service is responsible for providing every
customer a compartment lock and three keys to his or her postal-owned Cluster Box
Unit (CBU).” Thus, they are liable for the lock and key, but not the mailbox itself.
Per this link from the USPS, it is stated that the USPS DOES NOT sell mailboxes, and therefore we cannot purchase any through them.
The Handbook for POM 632 for Builders and Developers, states in the introduction, “Builders and developers are responsible for the purchase and installation of mailbox equipment. Property owners are responsible for ongoing maintenance, repairs, and replacement of mailbox equipment.” It later repeats under section 8-1, “Purchase, installation, maintenance, repair, and replacement of mail receptacles are the responsibility of the customer.”
Other HOAs in our congressional district that are dissatisfied with the USPS position on responsibility for mailboxes have contacted Congressman Castro. KENS5 has commented an official story on the issue:
The USPS affirmed through a statement provided Wednesday the agency’s position on the maintaining of cluster box units. “The Postal Service is proud to continue its vital role in today’s changing mail environment. We are directed by statute to provide reliable and efficient service. We appreciate the opportunity to confirm that Postal Service guidelines specify that postal customers are responsible for ensuring appropriate mail receptacles are provided for the receipt of mail, to include door, curbside and centralized delivery via a CBU. Further, the purchase, installation, maintenance, repair, and replacement of mail receptacles are the customer’s responsibility, or apartment property management companies and homeowners associations (HOA), where applicable.” (“San Antonio Residents Frustrated over USPS Policy That Calls for HOAs to Pay for Mailbox Replacement and Repairs”)
“San Antonio Residents Frustrated over USPS Policy That Calls for HOAs to Pay for Mailbox Replacement and Repairs.” Kens5.com, 25 Oct. 2023, www.kens5.com/article/news/local/san-antonio-residents-frustrated-usps-policy-calls-hoa-pay-mailbox-replacement-repairs/273-2b32d651-d1c5-483b-8bb5-5e2e69d1c999. Accessed 28 May 2024.
04/19/2024
The board determined that replacement of the boxes is the only option. Bids have been obtained and the board is evaluating courses of action. Those options will be presented to the membership soon. The board asks for your patience as we work through this unfortunate event.
04/09/2024
Our property manager received information from the Schertz Postmaster that will allow the HOA Board to begin pricing replacements for our community mailboxes. More information will follow.
04/05/2024
As many of you know our mailboxes were broken into over Easter weekend. Your HOA
board has already started looking into our options. We have started contacting
companies to get pricing quotes, 1) to repair them (which we have learned is impossible
because they are old and have been discontinued) and 2) to replace them.
Our mailboxes are very old, and obviously not secure. Replacing them with more secure
cluster mailboxes is going to be very expensive. We have already asked for quotes to
have our mailbox clusters replaced, which will give us an idea of how much we will need
to ask each homeowner to pay for their portion in a special assessment, because the
USPS does not pay to replace or repair the mailboxes.
Our bylaws require that at least two-thirds of the owners in good standing must vote
“yes” to allow a special assessment to be issued to all homeowners to collect funds to
pay for the replacements. If we do not get two-thirds of the owners to approve the
special assessment to replace the mailbox clusters, homeowners will need to find
alternate methods of receiving their mail (i.e. rent a PO Box elsewhere, have mail sent
elsewhere).
We will have to work with the Postmaster at the Schertz post office to have the mailbox
clusters replaced. Our property manager and a board member have tried to get in touch
with the Postmaster. We were informed he only works a few hours a day. Our property
manager left her phone number with one of the postal workers on the morning of
4/3/2024 to have him contact her, but she has not heard back from the Postmaster yet.
We do realize picking up your mail at the post office is a major inconvenience for
everyone affected and we are looking at options. Be advised that you can sign up to
view your mail on the USPS website. It will allow you to view each piece of mail that
was delivered to allow you to determine the urgency in picking up the mail.
https://www.usps.com/manage/informed-delivery.htm#/
Our property manager contacted the Schertz police department and was told the
residents can file a theft police report on the Schertz website to provide to a supplier if
something was stolen from their mailbox.
https://schertz.com/1799/File-an-Online-Report
Our property manager was also told by the Schertz police department that USPS is
responsible for reporting the vandalism. Our property manager filed an online
vandalism complaint with the U.S. Postal Inspection Service on 4/4/2024. All owners
affected may also file a USPS report online.
Updated information about the mailboxes will be posted as we gather more information,
so please keep checking back here to stay informed as things change.