Special Edition: 

A Deeper Dive On Mailroom Woes

One of the favorite Facebook group topics revolves around package and mailroom thefts.  These are all subjects that have been brought up at board meetings and thus you will find here what the board discussions (and decisions) about our recurring problems have been.  I have sorted these by specific topic and end with what are deemed to be the best scenario solutions. (A table of contents helps you navigate to any section you want to see specifically)

PROBLEM ONE:  PACKAGE THEFT

The board has discussed the problem of packages disappearing or being open and dumped on several occasions.  Part of the discussion looked at a variety of possible solutions:

Strategy 1: Green City Loft Package Lockers

The board has considered and evaluated adding package lockers in previous meetings. There are costs associated and would be considered an added amenity, which means those costs would be added to HOA dues.   Instead of that an intermediate option was launched to add Amazon lockers.  One was installed but encountered technical issues that have delayed the actual use of it.  The frustration of installing (there is a second locker arriving soon) is worth the struggle to support part of the problem because these are free, provided from Amazon.   This does not cover all vendors or delivery options so it is a partial solution.

Strategy 2: Stronger Perimeter Security

Because Green City owned package lockers would be expensive, the board decided to focus on perimeter security measures to help secure the entire complex before adding such an amenity.  As part of that (lengthy) effort, the existing camera system was upgraded and the perimeter fencing/gates reinforcements are also being considered. The thought was that if we could reduce unwanted entry in the first place, that would solve more problems than just addressing packages. 

Strategy 3: Enclosing the mailroom

The board has also considered adding an additional gate to the mailroom, and has tabled that discussion pending completion of the perimeter security enhancements. Adding such a gate comes with significant expense ($30-40k, which would probably end up being a special assessment) and logistical complexity. It must have a fob reader for residents to access the room. It must also then have a call-box with keypad for delivery personnel to access the room. Call boxes require a phone line and electricity, which requires that an additional phone line be added to our monthly utilities, and physically routed to the location. An electrician would need to power the gate… 

PROBLEM TWO:  MAIL THEFT

The mailbox cluster keys have been compromised, but to clarify- the only keys that have been compromised are the MASTER keys, which open the CLUSTERS of boxes and are controlled by the USPS. USPS had previously opened a work order to change those master locks, which should have been done by now, but they also cautioned us that this is a rampant and nation-wide problem. Changing the locks is only a temporary solution, as those keys will eventually be compromised as well. No individual unit’s mailbox keys are affected by this, but members are always able to change their own mailbox keys if they’d like or if they become damaged, etc. 

Strategy 1: Report the problem

Whenever there is a theft, it should be reported to Willis first. Often times, there has already been a police report filed by them, a board member, or another resident, in which case anyone who was a victim of that incident, can call the police department and add their package/report to that existing police report, or provide that police report number to their shipper, insurance company, etc. . Also, in that case, video surveillance has often already been monitored and provided directly to the police.  


This footage is helpful, but criminals are now wearing covid masks regularly, which makes them unrecognizable without drawing added attention (it’s not “strange” for someone to be wearing a mask these days, where just a few years ago, that would’ve drawn extra attention… ) 

A note about Surveillance footage:

Surveillance footage is considered confidential “board files” and is protected as such. Members do not have a “right” to view that footage. If a member would like to request review for a specific incident (that has not already been reviewed), they can submit a special request and pay a fee to have the footage reviewed for their specific need. The time it takes to review footage can be significant, and is time that is charged to the Association - hence the fee. Currently, Willis performs this service for us. That footage will then be sent directly to the police officer or insurance agent, but not to the member themselves. 


It’s also important for folks to be reminded regularly that Facebook is not the place to report things… It's a great place to alert neighbors of things, but this does not bring a problem to the attention of the board or the management company as there are rules about board members interacting on the platform. 

Facebook is a space for community members to interact but it is not fact checked or monitored by any official channels (board or management company) 

CONCLUSION: 

Through observation and review of when the thefts have occurred, there seems to be a trend that we start having package break-ins and thefts when packages start sitting around too long.  That seems to create an “attractive nuisance” that draws attention and suggests that there is opportunity to take things.  Our biggest problem is thus 


Maybe some of the solutions are not necessarily something that the board needs to solve. We have the opportunity and responsibility to work together to keep our community safe.  

Community Solutions could include: