Communication about the community mailbox standard change was broadly presented to the community on the following dates:

• June 2023 - A community survey was announced on Facebook, e-mail and Arbor View newsletter mailed to every home. One question asked about the potential of changing the mailbox standard and included an indicative price of $350.

• August 2023 - The community survey feedback was presented and Project HAVEN, our plan to reimagine Arbor View for tomorrow, was announced. Per the survey almost 60% of respondents supported changing the standard to metal mailboxes; a dramatic increase from 30% community support based on a similar poll taken back in 2018.

• October 2023 - The Board announced specific projects and timelines for Project HAVEN and a community meeting for November 8, 2023 to discuss. These plans called for updating Arbor View's community mailboxes and signs to a black metal standard. NOTE: The working plan was to impose a special assessment on each resident for the cost of the mailbox to fund the project and ensure all mailboxes were swapped out at once. A vote is required for a special assessment, but not to change the community standard. Due to putting community funds at risk in case of non-collection, the special assessment approach was not pursued and thus a new approach was required.

• November 8, 2023 - The Board presented and discussed Project HAVEN in an open forum at the community clubhouse. These slides were presented during the forum,

• December 2023 - The Board started sourcing quotes from vendors and announced a "vote" coming soon on the mailboxes.

• January / February 2024 - The annual community HOA meeting was held and the mailboxes and community signs were discussed. The meeting summary was presented in the February community newsletter. NOTE: Given that a special assessment was not going to be imposed the Board devised an approach to phase in the new standard over a period of two years. Per the community governing documents Standards changes do not require a vote. Having vetted multiple vendors and settling on design and negotiated pricing the Board decided to present the community as an opinion poll to determine if the community was for or against the project.

• March / April 2024 - A community opinion poll was conducted with the new mailbox and community signage design proposal. This poll was posted on Facebook, sent via e-mail and mailed to each resident. The poll was upon for almost a month. When the poll was closed, 70% of respondents were for the Board proposal. The results and next steps were published in the April 2024 community newsletter.

The genesis of choosing the mailbox design began with choosing community signage designs first - including street and information signs. Inspiration was drawn from new build communities in our area where black aluminum square posts signs are being installed (see picture of Vista Ridge above). These signs are part of a larger system that includes mailboxes with the same square post design (versus round post which have been around for a while). Our square post mailbox selection from this system was presented to the community with a Fleur de lis on the cover, but the final design will have it removed as the Board received community feedback citing the detail was a little off the modern look the Board was seeking to achieve. The medallions on the signs and mailboxes were selected to carry-forward from the existing wooden design where the AV logo is present on community signs and the mailboxes in the front of Arbor View and on The Summit section of our community. This is to ensure the legacy of Arbor View, and the community logo, carries forward for the next few decades to all signs and mailboxes throughout the community (including The Manor). This system uses long-standing standard elements with custom touches for our community provided by a vendor that has been in business longer than Arbor View has been around.

Yes, these mailboxes are of similar quality, but less expensive. The look of these less expensive mailboxes would be in no way (other than color) uniform with the community signage chosen. The less expensive boxes are round-post design with scrolling details that conflict with the street sign design with a square post and no scrolling details. Additionally the Arbor View medallion would likely need to be placed on the mailbox itself (as opposed to the post) which was another diversion from the original Arbor View mailbox and post design. Finally, the original white Arbor View wooden mailboxes had a squared look and it was a deciding factor in selecting a more angular mailbox and post. In summary the mailbox design was chosen because it was part of the same system as the street signs (square post), it was the most similar look (angular) to the original AV mailbox and post and the AV logo could be placed on the post versus the mailbox itself.

Yes, the mailbox kiosk were briefly considered. This system is exactly what you will find in apartment complexes - a central location where every resident has their mail delivered (versus each home). The advantages are a cleaner community look and the mail truck only has to deliver mail to one place (versus each house) and the residents don't have to worry about mailboxes, but that is about it. The disadvantages for AV would be first to find a place for this kiosk that would be convenient for the community, the potential car traffic build up in this area (likely in the evening when people are returning from work), an easy target for break in and finally the "apartment vibe" many residents moved away from. We believed for Arbor View that the disadvantages far outweighed the advantages and this concept was rejected.

Absolutely! A resident would just need to reach out to the vendor and they will ship everything required including the instructions for assembly. Please note, that the fee is still $550.00 for the mailbox itself ($525 if ordered in May 2025). Any installation must strictly adhere to the height and positioning standard to the roads and streets found in the community Standards document and are subject to post-installation audit to ensure standard compliance.

While that would be the desired goal, many households will need time to adopt to this change and thus a 2 year grace period will be in effect for this standard to be complete. There will be significant cost breaks for those that purchase within the first year. Full price the 2nd year, and you will be out of compliance starting the 3rd year. 

Once a resident is out of compliance per the either/or the Covenants are the Architectural Standards, residents will have a grace period of 10 days to resolve the matter and be compliant within the guidelines of the community covenants and standards. After the 90 days, residents are subject to a $100 fine until the resident is compliant with community standards. After 120 days, a $25/day fine will be imposed. So in this instance, if the community moves to update the mailbox standard and after the 2 years, a resident has refuse to update to the new standard, within the community fining guidelines it is possible to owe more than the cost of the mailbox and still be required to pay for a new mailbox to become compliant.

As much as the Board would like to assist based on the bad timing of this for some residents (even including some board members), this expenses is not within the HOA scope or budget. We as residents, would love for this not to be an additional expense to homeowners, because we too will be paying for this upgrade to our homes.

Not necessarily. We have done extensive research with both the manufacturer and the installing contractor. The post is made up of a welded powder coated steel and the box and decorative pieces are made up of the same material. The box is bolted to the pole and not welded so if the mailbox is hit, the mailbox is the part that will most likely be knocked loose and in some cases are resilient enough to withstand and be bolted back on. If not, the manufacturer/contractor sells just the pieces that need to be replaced and won’t sell you an entirely new mailbox unless it is all damaged beyond repair. 

The mailbox includes the post, box, support post, address plate, two Arbor View medallions and address numbers. The hardware comes with a 1 year warranty. Professional installation by Mailbox Project includes removal and disposal of old mailbox and post (please advise your installer ahead of time if you wish to keep your old mailbox and post) and installation of the new post per the community standards.

Required maintenance! Wash with soap and water 1-2 times per year over the next 10 years. Do NOT paint over mailbox as this could cause damage to the powder coating of the box. Ensure mailbox / and supporting arm remain level.

The vendor will have sent an e-mail receipt of your order and will contact you when the time is ready to install you mailbox. The Board will be posting periodic updates on the project in the community newsletter.

Yes you can! A resident will just need to let the installers know ahead of time so they don't dispose of the mailbox as that will be the standard process.

No. This design is specific to Arbor View. The door you may find on other websites likely has a Fleur de lis design that is not present on the Arbor View standard (it was removed per community feedback) and thus our design is unique. Additionally, the Arbor View standard has a custom medallion with the Arbor View logo created by the vendor. Finally, the color black may vary from online sources and not be uniform from Arbor View's chosen vendor.

This manufacturer has been around for 25+ years with these mailboxes. We can’t promise anything on any mailbox but can tell you the track record for this current manufacturer is good and we don’t see these mailbox going obsolete for quite some time. 

The manufacturer has a one year warranty period which the installing vendor will honor after install of the mailbox.

The board performed a market analysis with neighborhoods in our area and shortlisted two leading vendors to solicit pricing for mailboxes and signage; Mailbox Project and Addresses of Distinction. Based on the initial quotes we received, Mailbox Project's offer was better quality and cheaper, plus they were willing to add more concessions (like free installation for early adopters, AV medallion on mailboxes and pricing guarantees for the next few years). The Board selected the Mailbox Project based on pricing and work that has been done in our area with other communities.

Pricing with Mailbox Project was based upon the timeframe for mailbox purchase that would allow more boxes to be installed in bulk which saved on labor cost and passed onto AV residents as free installation; 78% of residents said they would want to order within the first 6 months of the process. If this holds true then we could expect nearly 80% of homes to have the new standard in place by end of the year. Please keep in mind that installation includes removing and disposing of the old box if you don't want to keep it. The Board also negotiated the AV medallion on each mailbox at no cost, plus an additional $25 off for those that order the mailbox in May. This pricing structure allows residents to avoid installation costs in the future and promote a quicker changeover to the new standard. While the mailbox price is locked in over the next two years, installation cost is a variable as it requires dedicated trips for only a few boxes. The Board is very mindful of residents that need a longer period of time and thus the two year grace period is in place with the agreed-upon pricing structure (please, keep in mind self-installation is an option as long as it adheres to the community Standards).

Absolutely! The Board plans on doing this but in a phase approached to ensure we are being good stewards of HOA funds in the event that any emergency repairs come up that take priority over signage. 

Street signs will be installed in late this Summer starting from the front of the neighborhood all the way back. ETA on your specific street and when the project will be complete will be communicated in upcoming issues of the community newsletter.

No. The new signs will each have a concrete collar around the base to withstand the use of lawn equipment (specifically weed eaters) and prevent chipping the paint and damaging the aluminum base.

A link to this webpage will be posted on Facebook, sent in email, and will be sent out via USPS mail to each resident. Updates will be publised in the community newsletter and community Facebook page as needed.

You are welcome to place flowers or a bed around the base of the mailbox post, but vines and other plant material that obscure the mailbox or house number are not permitted. Plants and shrubs should not reach the height of the mailbox. Mailbox and mailbox posts must remain free of any unauthorized modifications, including but not limited to reflector tape, wraps, adornments, or any items affixed with adhesive, screws, or bolts.

Mailboxes are powder coated, therefore, wash with soap and water 1-2 times each year ONLY - do NOT paint over the mailbox as this could damage the powder coating of the box 

Please know that the mailbox and colors, including that of it's golden numbers, are USPS approved. If concerned about visibility, homeowners may enhance visibility using one of the following approved methods:

• Reflector Rods (Driveway Markers): A driveway marker with a reflector may be inserted into the ground adjacent to the mailbox post, provided it does not exceed 16 inches in height (which is at or just below the height of the post’s base). Homeowners should ensure that any standard driveway marker used complies with this height restriction.

• Solar-Powered Lighting: Up to two (2) solar-powered lights may be installed in the ground near the mailbox post, provided each light does not extend more than 6 inches above ground level (which aligns with the exposed height of a standard 8” solar-powered yard light). The light must be directed toward the mailbox and must not create glare or distraction for drivers. An example of this type and style can be found here.

These measures ensure mailbox visibility without compromising the uniformity and integrity of the powder-coated mailbox posts.