The city can't stop the unpopular installation of 4,000 community mailboxes across Hamilton — but it can force Canada Post to apply for a permit for every single one.

Councillors vowed Wednesday to regulate mailbox installation under its roadway right-of-way bylaw after grilling Canada Post representatives for hours about the controversial plan to end door-to-door mail delivery.

Councillors also agreed on a motion asking Canada Post to delay the mailbox plan, consult with the city on all proposed sites and cover related costs.

"We need to focus on the issues we can mitigate," said Coun. Sam Merulla, noting councillors oppose — but are powerless to stop — the end of door-to-door delivery. That means ensuring installation is "cost neutral" to local taxpayers and ensuring site selection is safe and appropriate.

Vice-president Susan Margles said Canada Post has no objection to site regulation so long as it doesn't "fetter" the agency's federal right of access or delay a planned fall installation of the first wave of mailboxes.

She added the agency previously asked for feedback on its first 1,000 planned locations on the Mountain, but so far, hasn't received any from the city.

"Let's have that dialogue," Margles said. "Let's work through an agreement."

Coun. Terry Whitehead said the agency has created "a perception of arrogance" by unilaterally choosing mailbox sites — residents have started receiving letters about planned installations — without city approval.

Margles also repeated a Canada Post promise to cover all installation and maintenance costs linked to the new mailboxes, as well as an offer to provide $50 per mailbox to cover city staff costs.

But a city report suggested it could cost the city hundreds of dollars per mailbox depending on whether particular sites require an inspection, consultation with utilities, or changes in parking signage.

Whitehead challenged the agency on whether it was capable of maintaining its existing boxes — let alone new ones — pointing to photos circulating online of snowed-in community mailboxes.

"Whatever your standard is, it's not good enough," Whitehead said.

Margles acknowledged issues with snow-clearing and promised more resources are now going into the work. "We've redoubled our efforts across the country," she said.

But Terry Langley from CUPE Local 548, which represents the postal workers, told councillors the agency also has a "horrible track record" for keeping community mailboxes clean in any season. In particular, he argued the hubs are junk mail litter magnets, yet never have recycle bins provided.

Margles acknowledged the agency doesn't want to encourage immediate trashing of advertising mail and instead urges residents to take all mail home with them.

"People are paying us to deliver their (advertising) mail," she said.

At the same time, Margles said Canada Post responds to litter complaints about community boxes that are called in.

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Langley urged councillors to keep lobbying to reverse the plan to end door-to-door delivery, noting more than 50 people could lose their jobs at the Mountain Canada Post depot later this year.

Margles acknowledged the unpopularity of the plan as well as pointed councillor questions about the fact Canada Post is making a profit now without cutting service.

She said the agency is looking ahead and considers the continued drop in letter delivery "ongoing and irreversible."