Q&A
Mail access issues and new centralized mail room for shelter residents
1:39:11
·
6 min
Council Member Avilés questions Director Schaeffer about ongoing mail access issues for shelter residents and the plans for a new centralized mail room. The discussion reveals several changes and improvements made to address mail-related problems.
- The city has implemented policy changes, including indefinite holding of important mail at sites
- A pilot program for calling residents about unclaimed mail has been initiated
- A centralized mail room is planned to launch in the coming weeks
- Staff have been trained to identify and handle important mail
- Details about the operation of the centralized mail room, including hours, identification requirements, and transportation assistance, are still being finalized
- The mail center will serve as a mailing address for residents, but specifics on capacity and coordination with the state are yet to be determined
Alexa Avilés
1:39:11
It's a little disappointing you don't have those numbers.
1:39:14
It sounds like a very big reason behind the policy shift.
1:39:19
In terms of in terms of the mail, let's jump to that really quickly.
1:39:26
How has how has I mean, this has been an ongoing issue.
1:39:30
I feel like we've been talking about this for a year.
1:39:34
And so I'm glad to maybe finally see some movement, but, very kinda lacking on details.
1:39:44
How has the city DHS H and H resolved some of these delays with access to mail for households who have previously resided at DHS sanctuary sites in Herx, who have been transferred and or exiting sites?
Molly Schaeffer
1:40:02
So we've made numerous policy changes over the past year to really focus on mail.
1:40:10
As I mentioned, one of the big ones was when we said all sites had to indefinitely hold important mail so that anybody who left a site could come back and pick it up.
1:40:20
We've done, a pilot now of calling back people where we've had mail for a long period of time, so we're calling certain people.
1:40:29
We you know, even, I think 9 months ago, I went to Randalls and specifically spent some time at the mail room and seeing that and then I went last month and seeing the changes and how they're prioritizing mail, and how they have dedicated staff focused on it is big changes on all of our sites.
1:40:48
Every time we've heard, you know, there's been issues we've heard where a security guard wouldn't let an, a guest who was no longer in the site come in, we've fixed those issues as we've heard them, and this is sort of the culmination of that, which is now we are going to be launching in the next couple of weeks a centralized mail room where all mail will go.
1:41:10
So I think we've tried, a numerous numerous amounts of improvements to make it easier for guests to get their mail, and we continue to see, the success of that even just with what doctor Ted said, where 70% of eligible guests have gotten their work or have have applied or gotten their work authorizations, which many times is 6 months after they've applied for asylum.
1:41:35
So they've already gotten whatever paperwork they need to be able to then apply for their EADs.
1:41:41
So I think this is this is we're starting to see some of the fruits of all of this work.
Alexa Avilés
1:41:45
And and how does staff know what mail is important or not?
1:41:48
How are they making that distinction?
UNKNOWN
1:41:50
We've
Molly Schaeffer
1:41:50
done a lot of trainings on this, and that was also part of our improvements is showing people what kind of mail to look out for.
1:41:56
So we've also included things like Medicaid cards, and important mail isn't just federal paperwork.
1:42:04
It's all it's driver's licenses.
1:42:06
It's Medicaid cards.
1:42:07
We've done we have pamphlets to show staff.
1:42:11
We've done trainings.
1:42:12
We've really, again, tried to focus on letting shelter staff know.
Alexa Avilés
1:42:16
Is is staff disposing of any mail at all?
Molly Schaeffer
1:42:19
Not at this time.
1:42:20
I think when we have, one of the things is when we have the centralized mail room, we will be having, a we will be having a retention policy.
Alexa Avilés
1:42:31
Well, it is a it is a federal crime to get rid of mail.
Molly Schaeffer
1:42:35
Yeah.
1:42:35
So we're it's with our lawyers as well.
1:42:38
Obviously, you're in constant we have very good lawyers that we're in constant communication with.
Alexa Avilés
1:42:43
Very concerned.
1:42:44
What times will people be able to walk us through how you envision, this centralized system actually operating.
Molly Schaeffer
1:42:54
So it'll be a place where everyone can go to pick up their mail.
1:43:00
So, you know, we have lots of different things we're working through on the policy and in terms of staffing.
1:43:05
So when we have exact hours, we'll let you know.
1:43:09
But it'll be a place where people can come, pick up their mail, and and leave, and we'll be able to have the functionality to call people who have left their mail for a long time.
Alexa Avilés
1:43:19
And will people be required to show identification to get their mail?
1:43:24
I have to get back to you.
1:43:25
Center be signing for mail?
Molly Schaeffer
1:43:28
I have to get back to you on signing for mail.
Alexa Avilés
1:43:30
Okay.
1:43:35
Will the city be helping folks get access to the mail, like transportation to a one centralized location if folks are coming from the Bronx or Queens?
Molly Schaeffer
1:43:47
So that's still under discussion, but when we have that, we will let you know.
Alexa Avilés
1:43:52
Will there will the center I'm just gonna offer these questions, and obviously, you're thinking about it operationally.
1:43:59
We are very keen on on understanding how this is gonna work.
1:44:04
Will the will the mail center have a cap on the number of folks who can will they be using this center as their actual mailing address?
Molly Schaeffer
1:44:12
Yes.
Alexa Avilés
1:44:12
Okay.
1:44:13
Will there be a cap if that is in fact the case on how many people can use this one center as the address?
1:44:21
Okay.
1:44:22
And, how many people is the administration preparing to serve at this at this center?
Taina Wagnac
1:44:30
We have
Molly Schaeffer
1:44:30
to get back to you on those numbers.
1:44:32
I I'll get back to you on those numbers.
Alexa Avilés
1:44:34
And has the city coordinated with, the state regarding this mail center?
Molly Schaeffer
1:44:39
We've had conversations.
1:44:40
Yes.
Alexa Avilés
1:44:41
Okay.
1:44:42
And and in terms of, will this will the staff at the mail center, be trained in data privacy laws of the city?
Molly Schaeffer
1:44:51
Absolutely.
1:44:52
As all of our staff are, and I will also say that we've had a centralized mail room for a certain subset of our shelters to date.
1:45:00
NISEM ran a centralized, mail room for, specifically the the folks in their care.
1:45:09
So this is not something that we have not done before, and so we're gonna continue being able to do that just at a bigger scale.
