(a) Purpose and Intent. The intent of this policy is to establish a uniform process to replace or reimburse residents for damage to mailboxes due to snow removal operations. The Village’s primary obligation is to ensure that its roadways are as clear as possible of snow or ice. It is also understood that most mailboxes are located within the public right of way, and therefore while fulfilling the primary objective, mailboxes may be unintentionally and unavoidably damaged. This policy assumes there is a shared responsibility between the Village and the homeowner when mailboxes located in the public right of way are damaged during snow removal operations.
While there is no legal requirement for the Village to replace these mailboxes, it is the practice of the Village to do so. The purpose of this policy is to outline the circumstances which the Village will replace private mailboxes or reimburse owners who wish to install different and/or more expensive replacements than the Village will provide.
(b) Determination of Reimbursement. In the event that the Village receives any requests for mailbox replacement due to snow plowing damage or destruction, the Village, in its sole discretion, shall determine whether Village operations caused the circumstances which necessitate replacement of the mailbox.
(c) Eligibility for Reimbursement. In order for a damaged mailbox to be eligible for replacement or reimbursement, the following conditions must be met:
(1) The damaged mailbox and/or post must meet the requirements of the U.S. Postal Service in regard to construction and location.
(2) The damage must have been caused by direct contact with Village equipment. The Village will not repair or replace mailboxes or posts damaged solely by snow thrown by Village plowing or removal equipment.
(3) The property owner must notify the Village within seven days of the date the damage occurred. Unless the property owner/tenant/ or individual responsible for the property was out of town, the damage must be reported to the Village within seven days of that individual’s return.
(4) The “Mailbox & Post Damage Notification” Form must be completed and signed by the resident filing the claim and subsequently approved by the Road Department Superintendent.
(d) Procedure.
(1) Reimbursement Procedure. In the event that a mailbox and/or its support post is damaged or destroyed by direct contact with Village equipment engaged in snow plowing or snow removal operations and satisfies the other criteria noted above, the Village will offer the owner of the property the choice of one of the following options:
A. The Village will furnish and install a standard replacement post and/or mailbox selected by the Village. Standard mailbox replacement includes light sheet metal or plastic construction mailboxes conforming to the requirements of the U.S. Postal Service. The standard post will be a 4x4 treated wood post.
B. Where a more expensive decorative mailbox/post is involved, or where the property owner simply wants to erect a different mailbox than the mailbox offered by the Village, the Village will offer the property owner the option of reimbursement in an amount equal to the actual cost of the mailbox erected by the property owner, or cost of the standard post and/or mailbox offered by the Village, whichever is less. The resident shall be responsible for demonstrating the costs of replacement to the Village’s satisfaction. The current Village mailbox cost is fifty dollars ($50.00). The replacement mailbox and post must be in compliance with the United States Postal Regulations.
(2) Road Department Responsibilities.
A. The Road Department Superintendent shall review the established reimbursement to be provided in accordance with the policy above. This reimbursement amount shall be based on the actual cost to the Village of a standard post and/or mailbox.
B. The Road Department shall install a new box and/or post for all eligible residents requesting and approved for same. Where this work cannot be performed within seven days for any reason, including but not limited to frozen ground, the Department shall either make temporary repairs or provide a temporary mailbox installation sufficient to allow the postal service to resume mail delivery.
C. Where reimbursement has been requested for a different or more expensive decorative mailbox, and the presence of frozen ground or other factors make installation impractical, the Road Department shall also install a temporary box and/or post as outlined above.
D. The Road Department Superintendent shall periodically review this policy and, when necessary, recommend changes or revisions to the Village Council.
(Ord. 2019-3-5. Passed 5-14-19.)