TOWNSHIP OF LAURENTIAN VALLEY PUBLIC WORKS, PROPERTY & PROTECTION COMMITTEE TO: Council in Committee FROM: Mark Behm DATE: February 4, 2014 SUBJECT: Mailbox Policy RECOMMENDATION That the Public Works, Property and Protection Committee recommends that Council implement a Rural Mailbox Policy for the Municipality. BACKGROUND The Township of Laurentian Valley recognizes the importance of rural mail delivery to rural residents of the Township. This policy is intended to establish appropriate and consistent action when private mailboxes located on Municipal road allowances are damaged or impacted by vehicles or equipment undertaking maintenance activities on behalf of the Township. This policy only applies to mailboxes located on roadways under the jurisdiction of the Township of Laurentian Valley. DISCUSSION Over the course of the 2013 2014 winter season, the Township has received numerous calls regarding damage to rural mailboxes and/or their supports. Typically, when these incidents are investigated by staff, it is found that the mailbox was not struck by the plow, but actually dislodged by the weigh and force of the snow being removed from the roadway. It is felt that if a rural mailbox is constructed and maintained properly, that it should be able to withstand the force of the snow thrown from the plow. Currently, regardless of how a mailbox is removed from its support, the Township repairs or replaces the mailbox with one similar to the existing. In many cases these are plastic mailboxes which typically cannot withstand severe cold temperatures like we are experiencing this year. It is recommended in the policy that any mailbox damaged by the Township be replaced with a standard metal mailbox on a wooden post, regardless of the existing type and style. PEOPLE CONSULTED Dean Sauriol, CAO/Clerk Lorne Rathwell, Operations Foreman FINANCIAL IMPLICATIONS Page 1 of 2
ATTACHMENTS Draft Rural Mailbox Policy Information package for website Respectfully Submitted Township of Laurentian Valley Original Signed Mark Behm Public Works Manager Page 2 of 2
TOWNSHIP OF LAURENTIAN VALLEY POLICY MANUAL POLICY #: PW-02 NAME: Rural Mailbox Policy DEPARTMENT: Public Works SECTION: - EFFECTIVE DATE: February 4, 2014 LAST REVISION DATE: New Policy APPROVAL MOTION #: COVERAGE: Residents RATIFICATION DATE: POLICY STATEMENT The Township of Laurentian Valley recognizes the importance of rural mail delivery and the need to ensure that rural mailboxes are constructed and maintained to ensure the continued delivery of mail to rural residents of the Township. This policy is intended to establish appropriate and consistent action when private mailboxes located on Municipal road allowances are damaged or impacted by vehicles or equipment undertaking maintenance activities on behalf of the Township such as snow plowing operations, road grading or roadside mowing. This policy only applies to mailboxes located on roadways under the jurisdiction of the Township of Laurentian Valley. PROCEDURE Damage to Mailboxes Mailboxes can be affected by the operation of a snowplow in two ways. Mailboxes which are not ruggedly constructed or are not securely affixed to their post or cantilever arm may be damaged or dislodged by the direct weight and force of snow thrown from the plow. The Township bears no liability for such damage or impact and is only responsible to advise the mailbox owner of this policy's limitation should an inquiry be made. If however the damage should result from the snow plow wing or any other part of the snow plow vehicle coming into contact with the mailbox, the mailbox shall be repaired and/or replaced with a new metal mailbox which meets the standard as established by Canada Post and supported by a wooden post. It shall be at the Township's discretion as to whether the damage can be repaired or replacement with new materials is warranted. Damage to a mailbox resulting from contact with a vehicle undertaking maintenance activities other than snowplowing shall be repaired or replaced in the same manner as described above. Location of Mailbox Mailboxes must be located within the Township road allowance to facilitate efficient service by the Canada Post mail delivery contractor. Contractors are required to reach and service the mailbox without leaving their vehicle or being an impediment to other traffic. Of necessity, this requirement places all mailboxes in close proximity to the area which must be cleared by the snow plow. Accordingly, the mailbox post should be located at the rounding of the shoulder area so that the opening of the mailbox is at the outside edge of the shoulder or, in a curb situation; the opening to the mailbox is to be located at the back edge of the curb. The bottom of the box should be 105 cm (42") above the roadway. For further information on the proper installation of a rural mailbox, property owners are asked to contact Canada Post. Page 1 of 2 Policy PW-02 Mailbox Policy
Repair or Replacement Mailbox Materials The Township does not stipulate the type of materials or method of construction for rural mailboxes which are installed by the resident. Any mailboxes damaged by a snow plow which are repairable will be repaired in a manner which is consistent with the type of materials or method of construction. Repairs will be done at a time that the storm is completely cleaned up and traffic is able to move freely. A temporary installation may be performed until conditions allow otherwise. Where replacement of a mailbox is warranted it shall be replaced by the Municipality with a new regulation metal mailbox and a maximum 15 cm (6") round or square wooden post. Installation shall be in accordance with Canada Post height and offset requirements. If the mailbox identified the resident's name or the civic address number then self-adhering letters or numbers shall be provided to the resident for affixing to the new mailbox. Page 2 of 2 Policy PW-02 Mailbox Policy
Check your mailboxes and make sure they are ready for winter and comply with postal regulations Make sure your mailbox can withstand heavy snow thrown by passing plow trucks this winter. Autumn is a good time for residents to make sure their rural mailboxes are in good shape for the winter season. Common repairs include replacing loose hinges on a mailbox door, remounting a mailbox post that may have become loose or rotten, and replacing or adding house numbers. Residents installing new mailboxes or replacing old ones must use Canada Post approved traditional or contemporary mailboxes. Generally, the bottom of a mailbox should be at a vertical height of between 40 and 42 inches from the road surface and placed so carriers can safely and conveniently serve them without leaving their vehicles. Repairing your mailbox and making sure the post is securely set in the ground, will help it withstand the force of the heavy snow coming off the snow plows. Below is a link to Canada Posts guidelines for rural mailboxes: http://www.canadapost.ca/cpo/mc/assets/pdf/personal/rmb_guidelines_e.pdf Damage to mailboxes resulting from snow plowing will be evaluated on a case by case basis. Mailboxes that are damaged by actual physical contact with township equipment will be repaired at the township expense, but only if they were properly located and installed. The mailbox owner is responsible for repair or replacement of the mailbox if the mailbox was damaged by the pressure of the plowed snow and there was no physical contact with the plow equipment. As you inspect your mailbox it is also a good time to install reflectors that make your mailbox easier to see during storms or during dark hours. It s a good idea to also make sure your house number is visible on your mailbox as this will assist mail carriers and emergency crews. It is very uncommon that a mailbox is directly contacted with snow removal equipment. The average number of mailboxes that receive direct contact from snow removal equipment during a snow storm is less than one percent.