COMMUNITY NEWS • last updated 2024-06-06 13:06:33

Has Your Mailbox Been Replaced?

Several cluster mailboxes in the community were replaced on May 29th, 2024, due to a combination of vandalism and a request from the U.S. Postal Service (USPS) to replace existing mailboxes throughout our community with ones that have larger package slots. However, replacing every mailbox in RBV altogether is not feasible, so they are being replaced as needed and not before.

For the current set of replacements 27 mailboxes were completed, including all boxes known to have been vandalized as well as some additional boxes that USPS insisted we do now (else they'd stop delivering mail to those boxes).

An example of what some of the new mailboxes look like. Actual ones may vary.

There has not been any public announcements from Elite Management on their website since the boxes were installed, other than paper signs posted on the replaced boxes, so here are the facts as we know them currently.

Locations known to have been replaced on 5/29/2024:

  • BROWNING ST
  • CASTILLO RD
  • CORTEZ CIRCLE
  • ENCANTO RD
  • PADARO ST
  • SEVILLA AVE
  • SUMMERFIELD LANE
  • TRANQUILA AVE
  • WESTRIDGE DR

Who is Responsible for the Mailboxes?

According to the HOA Governing Documents, mailboxes are the responsibility of the homeowners, including replacement. Historically the post office dealt with this process, but they are no longer. Elite Management has stepped in to handle the logistics of acquiring new mailboxes on behalf of the HOA, getting them approved and installed, and splitting the costs amongst the impacted residents.

How much is it going to cost?

Figure 1: The general calculation.
Figure 2: An example calculation using the current figures. (Keep in mind that costs fluctuate, of course. Totals for future replacements may be different.)

Elite has requested the cost-per-homeowner to be paid by each home prior to picking up their respective mailbox key. If a homeowner chooses not to pick up the key, the charge will remain on their account, but no further action will be taken.

In a case where a key is picked up and payment is not submitted/collected at time of pickup, Elite Management requests that the cost be paid with the next months' assessments, or homeowners can request a payment arrangement. If neither is done the account will be turned over to collection for anyone who obtained a key, but did not fulfill their obligation to pay.

What is the plan for replacing the remaining mailboxes?

While the USPS would prefer that we replace the entire communities mailboxes, Elite Management's plan is to repair or replace as-needed and not before. Should the USPS decide to dictate otherwise, there will be notification to the membership.

Where has the HOA been communicating about this?

Elite Management has been communicating via the official HOA information website. (https://ranchobellavista.nabrnetwork.com)

All known public posts regarding this issue are shown in the table below:

Date/Time: Summary:
Mar 19th, 2024 "The HOA is currently working with a vendor to have the damaged cluster boxes repaired/replaced depending on what the vendor determines. In the past, this was something the Post Office took responsibility for. There have been some recent changes at the Post Office and they will no longer maintain the cluster boxes. Rancho Bella Vista's CC&Rs deem this to be an owner's responsibility. The HOA will facilitate the repairs and evenly split the cost among each affected homeowner."
Mar 27th, 2024 "Our vendor Hillcrest Construction has been working with the Post office and the cluster boxes have been approved. He had to include boxes that had slightly larger parcel openings to meet the new guidelines. Next step is determining all the residents who are affected then they will tag the keys to the appropriate addresses and box so we can distribute to the residents once the boxes are installed. All affected owners will be sent a separate invoice including their share of the replacement. This should be a 3-to-4-week process. If you have any questions feel free to reach out to Kimmie Vela. Kimmie@elitemanagement.com or 951-699-1220."
Apr 9th, 2024 "Our vendor Hillcrest has been in contact with the Post Office and is still waiting to receive the address assignments to be able to begin the repairs/replacements of the damaged cluster boxes this will take a few weeks. Once Hillcrest has the address assignments it’ll take some time to tag and assign all keys. If you have any questions feel free to reach out to management. 951-699-1220 or kimmie@elitemanagement.com"
Apr 15th, 2024 "Hillcrest our vendor for the mailbox repairs just updated us that the estimated installation date will be 05/20/2024. Once we have keys in office we will reach out to the affected owners for pickup.If you have any questions please feel free to reach out to Management. 951-699-1220."
Apr 23rd, 2024 "The mailbox installation is scheduled on the 20th of May. We should receive the keys here in office around the 15th of May. Once the keys are in office we will notify all affected owners for pickup dates. Please reach out to kimmie@elitemanagement.com if you have any questions."
May 20th, 2024 "Due to an unforeseen issue with the district overruling the local post office, we must delay the mailbox installation until the matter is resolved. We are hopeful that we can address this and proceed with the job later this week. Once we have an update, we will reach out. Please note, this delay affects the cluster boxes off Encanto, Tranquilla, Seville, Castillo, Westridge, Summerfield, and Padaro. If you have any questions, please contact Kimmie at Kimmie@elitemanagement.com."
May 23rd, 2024 "According to our vendor, Hillcrest, we have obtained approval from both the District USPS and local postal office for the upcoming installation. Per our vendor the installation is scheduled for Wednesday, May 29th, 2024. *Please note, this installation pertains to the cluster boxes off Encanto, Tranquilla, Seville, Castillo, Westridge, Summerfield, and Padaro."