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Highlights and Insights from the Latest AUSPL Conference in Las Vegas

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The Association of United States Postal Lessors (AUSPL) hosted its largest-ever number of attendees at a regional event at the Las Vegas Conference in November 2024; over 100 AUSPL members learned about lease negotiations, building maintenance costs, understanding lease language, and working with EMCOR on maintenance and collection notices. Postal Realty Trust was the main sponsor with several experts in attendance to answer questions from the postal lessor community.

A noteworthy topic of interest was how to communicate effectively with EMCOR. Postal lessors must communicate with EMCOR regarding initial maintenance requests, enforcements, and, more recently, collection notices. Steve Roberts, an AUSPL Board Member, met in person with the USPS to discuss EMCOR and their processes. Did you know that EMCOR has no decision-making authority? They are strictly the third-party vendor that serves as the liaison between the USPS and the lessor. If you request an extension in order to complete a repair or request an exclusion because the maintenance request is USPS’ responsibility, you must continue to follow up with EMCOR until your request has been addressed. You are required to communicate with EMCOR, but EMCOR should also be working behind the scenes to obtain direction from the USPS.

When you receive a collection notice, read it completely. Ensure you have a complete collection packet that includes the EMCOR notices, repair quotes, before and after pictures, and final invoices. Reading each document could save you significant money. Does the repair match the scope of work in the original maintenance request? Is the repair cost reasonable? If not, you may be able to contest validity or request a reduction.

Here are some prospective examples of collection notices that provide the opportunity to either request a reduction or ask USPS to waive entirely:

  • Original notice was to replace one failed exterior light fixture – collection notice upgraded five exterior light fixtures to LED
  • Original notice was to repair a fence hit by an unknown vehicle – collection backup paperwork states the snow removal vendor was pushing the snow up against the fence, causing the fence to fall; as USPS contracts for snow removal, they need to provide the vendor’s insurance information for collection
  • Original notice was to repair a dock lift; upon investigation it was discovered that the dock lift was installed by USPS, and therefore not part of the landlord’s maintenance responsibilities

These examples demonstrate how a collection notice could include repairs beyond the original scope, include an upgrade instead of a noticed repair, or incorrectly define the cause of the damage.

Thoroughly review the collection notice to determine if you can negotiate a reduction or dispute it entirely. Knowledge is power – be your best advocate. If you have received a collection notice and would like a second set of eyes to help, please reach out to our office. We have a team experienced in responding to EMCOR Enforcement Collection Notices.

Next year’s AUSPL national conference will be held in Washington, D.C., on March 26-28, 2025. We look forward to meeting you and discussing any postal topics of interest.