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HomeMy WebLinkAbout17 REGULATIONS MAILBXS 03-07-94NO. 17 3-7-94 Inter-Com OATE: MARCH 7, 1994 TO: WILLIAM 3%. HUSTON, CITY MANAGER FROM: COMMUNITY DEVELOPMENT DEPARTMENT SUBJECT: UPDATE ON POSTAL SERVICE REGULATIONS FOR MAILBOXES RECOMMENDATION Pleasure of the City Council. FISCAL IMPACT There are no fiscal impacts associated with this project. No citY financial assistance is requested. BACKGROUND Last year, during Council review of the patio home developments, the Council identified a concern with the location and type of mailboxes in new single family developments in Tustin Ranch. Staff prepared a summary of postal service policy and regulations for review at the August 16, 1993 .Council meeting. The Tustin Postmaster, Mr. Robert Boone, attended that meeting and reiterated his position On individual mailboxes for single family developments. At that time, he indicated that the actual location of mailboxes, groupings, and route of delivery service is a policy decision of the local postmaster. Factors taken into consideration are customer needs and efficiency of delivery. Subsequently, the Council received some additional information which contradicted the postmaster's earlier information. We were advised by Nick Lall, a mailbox supplier, that the City could require new single family detached homes to be provided with single box mailbox stands for curbside delivery. We requested clarification (Attachment A) from the postmaster and recently received a response from the Post Office (Attachment B). To summarize the Post Office's most recent position, the City Council may establish a policy to require developers of single family homes to install single box or double box mailbox posts behind the curb. Mr. Boone did indicate that there is an increase of'thefts and vandalism from the non-locking rural type boxes and that the security of centralized locked boxes minimizes such vandalism. City Council Report Update on Postal Service Regulations for Mailboxes March 7, 1994 Page 2 DISCUSSION As a result of last year's discussion by the Planning Commission and City Council of mailbox design and location, staff has included the following condition of approval on all new single family and detached patio home developments. We have been encouraging the use of locking boxes. "Final Mailbox design, location and orientation, including methods to ensure security provisions with locking devices where an acceptable manufactured product is available shall be subject to the review and approval of the Community Development Director. In determining final location, the Director shall consider the following: ae Be Ce mailboxes shall be located as close as possible to a designated parking space; mailboxes shall not be located within ten (10) feet of a street/court intersection, or within ten (10) feet from the back of curb return; and the location of mailboxes should encourage people to walk to their mailboxes." At the present time there are several options available to the Council regarding design and location of mailboxes and each is summarized below. Option 1: The Council may wish to continue with the existing policy which is to add the above condition of approval for all future developments, single-family, patio home and detached dwellings. As an alternative, the Council may wish to differentiate between these types of developments, since there are differences with density, site design, street width and location and overall tract appearance. This would enable the developer to continue to negotiate the mailbox design with the Post Office, using the above conditions as guidelines and permitting the Post Office to establish mailbox locations based solely on providing cost effective service. City Council Report Update on Postal Service Regulations for Mailboxes March 7, 1994 Page 3 Option 2: The City Council may wish to direct staff to prepare a draft policy for mailboxes which would identify specific types of boxes (locking vs non-locking) and location for different types of development. This policy could differentiate between standard single family developments, patio homes, detached dwellings and attached developments. Since the density, street design and width, front yard setbacks and overall appearance is different for a variety of developments in Tustin Ranch, the policy may vary by development type. The location of the mailboxes and the number of boxes per post has also been an issue which could be addressed in · a formal policy. These issues would need to be studied in detail in order to address all of the design implications of the different types of boxes. Since there are a number of design alternatives, the City Council may wish to refer the draft policy to the Planning CommisSion for review and comment and input from the development community, prior to final consideration by the Council. Existinq Developments We have received several inquiries from the Monterey Homeowner's Association within Tustin Ranch requesting to modify the existing clustered design and location of their mailboxes. They would like to have individual mailboxes located on each property. According to the Post Office, since service has been established, there can be no further changes. CONCLUSION There are a number of different options available to City Council for addressing the issues of type, design, and location of mailboxes within our residential communities. We can continue with the existing policy of encouraging locked boxes located as close as possible to a parking space and located to encourage people to walk to their mailboxes. As an alternative, the Council could direct staff to prepare a detailed mailbox policy for new residential developments. This new policy could require individual locked boxes and could require single mailboxes on individual posts for each single-family home. Based upon the above information, provide direction to staff. Sara J~ Pashalides Associate Planner Christine A. S~ngleton Assistant City VManager Attachments: Attachment A-City request for clarification Attachment B-Post office response CAS:SJP:br:mai tbox.cc Office of the City Council December 2, 1993 Mr. Robert Boone, Postmaster U. S. Post office 340 E. First Street Tustin, California 92681-9998 RE: TYPE OF MAILBOXES FOR SINGLE-FAMILY HOMES C ity of Tustin 300 Centennial Way Tustin. CA 92680 (714) 573-3010 FAX (714) 832-0825 · Jim Potts Mayor Thomas R. Saltarelli Mayor Pro Tem Dear Mr Boone' Leslie Anne Pontious ' ~uncilmember As you may recall, members of the City Council recently ChadesE. Pucke~ expressed an interest in. establishing curbside ~ail ~uncilmember delivery for single-family developments within the Ci%y. On August 16th the City Council reviewed a report Jeffe~M. Thomas ' ~uncilmembe r regarding the U. S. Postal Regulations regarding mailbox design and location. The information that we received from you indicated that the actual design and location of mailboxes and route of delivery is a policy decision of the local postmaster. It was also noted that. although there is some flexibility, the overall efficiency of nail delivery is of a primary concern. Since your August 16th appearance before the City Council, we have received some additional information that seems to contradict your earlier information. I% is our understanding that the regulations for mail delivery are contained in the Domestic Mail Manual which is incorporated by reference in ~the Code of Federal Regulations (39 CFR, Section 111.1). This manual contains the official regulations of the U. S. Pos%al Service. Although the Postal Service directs where %he mailbox is located and approves the mailbox for receipt of mail~ the manual provides that the ootion of seiec~lng the type of delivery belongs to the customer. As we understand, when new delivery is established for a housing tract, the developer is considered the customer. ,. The City of Tustin would like .to establish a policy %nat all single-family detached homes be pr6vided wich sincle- box mailbox stands for sidewalk delivery. Please provide us with a written response to this reques% and any specific code section that would preclude us from implementing this policy. ATTACHMENT Robert Boone, Postmaster Mailboxes for Single Family Homes -December 2, 1993 Page 2 Thank you for your prompt attention to this matter. We look forward to your response and working with YOU to ensure that new Tustin residents are provided with the same quality of mail delivery as existing residents. Sincerely. im~Potts Mayor cc: Sara Pashalides SJP :br :boone. t tr United States Postal Service HONORABLE JIM POTTS MAYOR CITY OF TUSTIN 300 CENTENNIAL WAY TUSTIN CA 92680 February 1, 1994 Dear Mayor Potts: I am writing in response to your request for a written response..."to establishing a policy that all single family homes be provided with single box mailbox stands for sidewalk delivery". I apologize for the delay in retuming your correspondence. As I explained at the Council Meeting, the delivery establishment is governed by the Domestic Mail Manual, and in this case, the applicable citing is 155.23 relating to residential housing (see attached copy), if the City Council chooses to adopt the policy, they would be severely restricting the options open to the developers in the City one option versus three). The increased cost of individual posts would have to be born by the end user customer. I would also need an exact definition of the term "single family homes" and "single box mailbox stands for sidewalk delivery". It would appear there would be no option for curbside delivery allowed. In short, the only postal regulations standing in the Way of this policy would be the Domestic Mail Manual 155.233 (a), (b), and (c). I would like to take this opportunity to note the increase in thefts and vandalism of mails from the non-loCking rural type boxes on the posts which it appears you are proposing. The security of centralized delivery would be precluded by your proposed policy. As always, I am available to answer any questions which you may have. Sincerely, ROBERT E. BOONE Postmaster U.S. Post Office 340 E. 1st St. Tustin, CA 92681-9998 cc: Sara Pahsalides ATTACHMENT B Domestic Mail Services g. Satisfactory. walks exist: for the carrier, where required .... - .... '. . h. Approved mail receptacles or door slotS are installed · at designated- locations. . , :. '. 155.12 Extensions. In this part~ :'extension" ·refers to the initiation of city delivery service in any areas not included in the boundaries of present delivery service. but part of-a community for which city delivery service. is already established. The delivery service.requirements for extensions are the same as those listed in~:155.11 for establishments, except that: a. ;.Secti°n' 155.1 la does not apply to extensions, and.. b. 'The applicability of 155. i lb may be waived'if . ::; (i) There L,; a reasonable expectation.: that the · :.. r~quirements of 155. I lb can be met within 12 . months, and ., ,: ...-: · .,: .;...' · ~2) Ciusterboxes or neighborhood box units are to '" :'.~ be used for delivery. ~'- '::'-;. , · · 155.13 Existing Establishments and Extensions Not Affected.. Nothing in this part shall be interpreted to require any changes in any city delivery service initiated under prior city delivery regulations. : ,:' ? .. - · 155.2 Delivery Establishment and Extensi0ns,~ 155.21 General. Establishment or extension of city delivery service is considered for those areas meeting the criteria in. 155.11 and 155.12. Normally, this is by motorized carrier to' curbline boxes or':to ·central delivery, points or receptacles, supplemented..as.~ given · . · below. 155.22 Bu$ine~ Areas. The type and design of buildings govern:the method of delivery'service to' be'imple- mented. The delivery options are the following:" "' a. Central'Delivery. Central delivery service for business . ..office buildings, which may include cali'windows. post office boxes, or mechanical conveyors (only for . .highrise, multiple-tenant, buildings, and only if certain conditions are met: consult postmaster for details). b. Single Point Delivery.. Single points, receptacles, or door slots provided by business management. 155.23 Residential Housing (Except Apart.m,.en.t Houses and Mobile Or Trailer Homes) . 155.231 General. For all residential areas, except apartment-houses and mobile or trailer homes, the delivery options are either curbside, sidewa!k, or centrai delivery, under the regulat;_ans given below.. - . 155,232 Curbside Delivery. Delivery may be provided to boxes ~ocated at the curb so they. can be safely and conveniently served by the carrier from his vehi_cle. 155.233 Sidewalk Delivery '." ' a.. If the sidewalk abuts the curb or if other unusual : conditions exist (e.g.. excessive street parking) that make it difficult or impractical to install or serve boxes at the curbline, those customers may permitted to install all their boxes at the edge of the sidewalk nearest the residence, where they can ali be served by the carrier from the sidewalk. b. if the average lot frontage is 75 feet pc less. the boxes are not required to be grouped together; but. if the t ~. average lot frontage exceeds 75 feet. the boxes must be installed in groups of at least two. -- - ,-: . c. If the average lot ·frontage -is '50.'feet' or'less, customers may locate their mailboxes at the edge of the sidewalk nearest the residence rather than at the curb. regardless of whether the sidewalk abuts the curb or other unusual conditions exist. All the boxes "must be located so that' the carrier can serye.them · from the sidewalk..i . . ' ..... ' ' · . - o .,* . -, -~:~ ~ : · 155`234 Central Delivery.' Central delivery, may 'be provided at one or more central locations within a reside'ntial housing .development. commu nity. or-.area. The .requirements for such delivery are the following: a. 'The local postal 'managers' must-approve the · .. mailbox sites and equipment:, - :; e' · -" · b. There must be a minimum of two mailboxes erected at {}ne site (there is no maximum limit); anti : · c. .The customers must not be required It) travel an unreasonable distance to obtain their mail. 155.235 Central Delivery Addresses. Central delivery mail receptacles (including neighborhood box units/clusterboxes, delivery centers, and postal centers} must be identified by the same addresses as the dwellings for which they serve as mail receptacles. These'identical -addresses should be placed inside the boxes so' as to be visible only to the carrier as he serves the receptacle or the customer. For'.c~urity or privacy, mailer ations or customer groups may use another-alphanu- · merit identification'system ·that is not- part of the · mailing address. :" ': ' 155.24 Apartment Houses. See 155.6 for delivery options. . ' .......... ' 155.25 Mobile or Trailer Homes 155.251 Options. The delivery options for mobile or trailer home developments depend on--whether the development is permanent or transient. . - 155-252 Permanent Developments.'- Permanent develop- ments consist of managed mobile home'parks or residential mobile home subdivisions ,,,,'here the lots are permanently assigned, the streets are maintained for public use, and the conditions are similar to those of a normal residential subdivision. For' permanent develop- ments, the delivery options are either curbside. sidewalk, or central deliver-, under the' regulations given below. a. Curbside D~liverv. Deliver' ~rvice may be provided to boxes iocated at the curb so that they can be safely arid conveniently served ;~y thc carrie;- f.,-om the vehicle. b. Sidewalk Delivery . ti) if the sidewalk abuts the curb or other unusual conditions exist (e.g.. excessive street parking) that make it difficult or impractical to install or serve boxes at the curbline, those customers may install all their boxes at the edge of the sidewalk nearest the residence where they can ali be served by the carrier from the sidewalk. 274 DMM Issue 45, 12-20-92