The same night that the Select Board approved the seasonal parking ban to make room on streets for snow plows this winter, they adopted a new policy for handling the occasional “unavoidable” damage to mailboxes from plows.
In discussing his proposed policy, DPW Superintendent Bill Cundiff noted that it reflects the “shared responsibility” of both the Town and homeowners for mailboxes in the right of way.
Cundiff advocated that adopting a policy was important for establishing, and communicating “a consistent approach for reimbursing citizens for mailbox damage caused by snow removal operations” by DPW employees and subcontractors.
It makes clear when reimbursements are allowed, requirements for filing for damages, and the strict limits of what costs the Town will cover.
The version initially proposed to the board required that in cases where damage was caused by a DPW subcontractor (rather than a Town plow):
homeowners must file the claim directly with the contractor using the contact information provided by the DPW.
Select Board members weren’t happy with a hands off approach that could alienate residents. The one change they asked Cundiff to make was clarifying that DPW staff would aid in the process. The final approved policy states:
If the damage is determined to be caused by a private contractor under contract with the Town, the DPW will assist the Owner in making a claim against the Contractor.
Members wondered if the policy requiring contractors to cover the damages would would make them less likely to take work from the Town. Cundiff assured that the opposite was true. He said drivers prefer the clarity on their level of liability. He noted that most other Towns already have policies.
Southborough’s policy caps reimbursements at $50 for damaged mailboxes, posts, and brackets. (And even that is further capped at one time per year.) It clarifies that homeowners/residents who install expensive mailboxes are doing so at their own risk.
The policy also only reimburses for direct hits by a plow, not for damage from the snow that is pushed. It advises:
The Town recommends installing a protective snow guard shield that will protect your mailbox from snow casting. See examples attached to this policy.
The policy also recommends that residents adhere to the USPS guidelines for the proper locations to install the boxes.
The policy also creates a 48 hour deadline for filing claims and requires claimants to keep the damaged equipment “available for inspection”.
In terms of homeowners’ responsibilities, they are “encouraged” to inspect boxes and posts annually and replace “rotted or unstable components”.
Plus, they are advised to follow the postal services’ placement guidelines, and install them to the left of driveways or further from road’s edge. (The USPS website instructs to place mailboxes “6″ to 8″ back from the curb. If you do not have a raised curb, contact your local postmaster for guidance.”)
For those who have had repeated incidents, the policy notes, “Sometimes moving the mailbox a few feet in either direction can help.”
The new policy also offers the following additional tips for minimizing damage risk:
- Place a 6- to 8-inch piece of reflective tape on the mailbox to help snowfighters see it at night.
- Remove snow from around your mailbox, but avoid throwing the snow back onto the road.
- If possible, avoid plastic mailboxes. Some plastic mailboxes have a tendency to shatter in cold weather.
You can read the full policy, adopted on December 3rd, here. It is posted to the DPW’s Forms page on the Town website.
