The City of Grand Rapids has a claims policy which allows individuals to seek reimbursement for losses allegedly involving the various departments and/or employees of the City of Grand Rapids.
A claim can be considered only after it is filed in writing at the Offices of the City Attorney, Streets & Sanitation or the Risk Management Division of the Human Resources Department. Upon our receipt of a completed claim form, a number will be assigned, a file made, and an investigation will ensue.
BEFORE SUBMITTING POTHOLE CLAIM TO THE CITY:
• Immediately report all potholes to City Streets & Sanitation - 456-3232.
• Contact your insurance agent to verify coverage for any type of loss.
• Complete both the Property Damage Claim Form and the Claimant Road Condition Form.
POTHOLE/ OTHER DAMAGE TO YOUR AUTOMOBILE / OTHER FINANCIAL DAMAGES:
Please note that all claims will be given careful consideration, but there are typically very few instances where the City is at fault regarding potholes or other charges which the City levies by statute. The City’s Streets & Sanitation Department has continually demonstrated a good faith effort to maintain City streets, and repairs are generally found to be made within a reasonable time period, as mandated by Michigan law. For Potholes or damage to your automobile, submission of a claim form does not guarantee payment, and you are encouraged to seek coverage from your insurance carrier.
For Potholes or damage to your automobile, in addition to completing the Property Damage Claim Form and the Claimant Road Condition Form, you should provide the following documentation when submitting your claim:
1) Receipts for repairs (or estimates in the event the repairs have not yet been made);
2) The declaration page of your automobile insurance policy in effect on the date of the incident;
3) Police report, if available;
4) Photos of the damaged vehicle;
5) Photos of the defect causing the damage; and
6) A copy of the vehicle registration, proving ownership.
For claims for “financial” damages, in addition to completing the Property Damage Claim Form, provide the following documentation when submitting your claim:
1) Receipts for amount paid (or the bill if the amount has not yet been paid);
2) The property address, license plate, or other identifying record from the account and the date when this matter first occurred;
3) A report of the response from a supervisor in the City department involved, if available.
If you require assistance with completing the forms, please do not hesitate to contact the City’s Risk Management Office at (616) 456-3707.
Please note that failure to provide all requested information will delay processing and will result in a denial of your claim. Once your completed claim forms and supporting documentation are received, you will be notified in writing of our receipt of the claim packet. A thorough investigation will be conducted by the appropriate City department(s). Once a determination has been made, you will be notified in writing.
NON-AUTO PROPERTY DAMAGE (other than Sewer Backup):
Submit any original receipts you may have for the damaged property or, if receipts are not available, provide some verification of the cost of this item if newly purchased. For each item of personal property, you will need to provide the cost and date of purchase in order to determine the actual value of the item claimed. Note: Only damaged items can be claimed; please do not include reimbursement requests for replacement purchases.
SEWER BACKUP DAMAGE:
Report claim to the Sewer Maintenance Department at (616)456-3246. After they visit your property, they will notify the Risk Management Department of your intent to file a claim. You will then be contacted by someone from Risk Management to assist you with the claims process.
Inquiries regarding a claim for pothole damage, please contact the following:
Streets & Sanitation Department
201 Market Ave., S.W.
Inquiries regarding a claim for property damage, please contact the following:
Risk Management, Suite 869
300 Monroe Ave., N.W.
To obtain a claim for damages resulting in personal injury, or caused by a City vehicle damaging your personal property, please contact:
City Attorney's Office, Suite 620
300 Monroe Ave., N.W.
Finally, please understand that receipt of a claim form does not guarantee payment. After a thorough investigation has been conducted, you will be notified in writing of the outcome.