HomeMy WebLinkAbout5O-Data Practices Responsible Authority Designation o� PRIOR
U 4646 Dakota Street SE
Prior Lake, MN 55372
,*NNESO'
CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 23, 2015
AGENDA#: 50
PREPARED BY: FRANK BOYLES, CITY MANAGER
PRESENTED BY: FRANK BOYLES
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING REVISIONS
TO THE CITY OF PRIOR LAKE DATA PRACTICES PROCEDURES AND
APPOINTING A RESPONSIBLE AUTHORITY
DISCUSSION: History
The Minnesota Government Data Practices Act (Data Practices Act),
regulates the handling of all government data that are created, collected,
received or disseminated by a state agency, political subdivision or statewide
system. On September 15, 2003, the City Council approved the current City
of Prior Lake Data Practices Procedures. It was subsequently revised to
update the Responsible Authority and Compliance Officer in August 2004.
Minn. Stat. § 13.025, Subd. 2 requires public jurisdictions to annually review
and update data practices procedures to ensure requests for government
data are received and complied with appropriately and promptly.
Current Circumstances
At this time, the City of Prior Lake Data Practices Procedure appears to be
in compliance with the Data Practices Act. The only change being
recommended at this time is as follows:
• Exhibit 1 — List of Responsible Authority and Designees: Names of
Responsible Authority Designees are changed to reflect current
employees' names because of new hires and staff changes for
designee positions.
Conclusion
It is staff's recommendation that the Council approve the proposed revisions
to the Data Practices Procedures.
ISSUES: Staff has prepared the proposed revisions in accordance with the Data
Practices Act. Approval of the revisions will bring the City in compliance with
current requirements of Minnesota Statutes Chapter 13.
FINANCIAL None.
IMPACT:
ALTERNATIVES: 1. Motion and second to adopt a resolution amending the City of Prior
Lake Data Practices Procedures as part of the consent agenda.
2. Defer action to the next regular City Council meeting.
RECOMMENDED Alternative#1.
MOTION:
Phone 952.447.9800/Fax 952.447.4245/www.cityofpriorlake.com
O� PRION
U
4646 Dakota Street SE
'r,Nmso'OA Prior Lake,MN 55372
RESOLUTION 15-xxx
A RESOLUTION APPROVING REVISIONS TO THE CITY OF PRIOR LAKE
DATA PRACTICES PROCEDURES AND APPOINTING A RESPONSIBLE AUTHORITY
Motion By: Second By:
WHEREAS, Minnesota Statutes, section 13.02, subdivision 16, requires that The City of Prior Lake
appoint one person as the Responsible Authority to administer the requirements for
collection, storage, use and dissemination of data on individuals within the city; and
WHEREAS, the City of Prior Lake City Council shares the concern expressed by the legislature on the
responsible use of all City data and wishes to satisfy this concern by immediately appointing
an administratively and technically qualified Responsible Authority as required under the
statute; and
WHEREAS, Legislative amendments to the Minnesota Government Data Practices and review of the
current Data Practices Procedures necessitate revisions to the City's Data Practices
Procedures; and
WHEREAS, City Council has reviewed the revisions to the City of Prior Lake Data Practices Procedures.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA
as follows:
1. The recitals set forth above are incorporated herein.
2. The City Council approves the revisions to the City of Prior Lake Data Practices Procedures as follows:
a. Exhibit 1 —City of Prior Lake List of Responsible Authority and Designees
Responsible Authority/Data Practices Compliance officer Record Type Responsibility
Frank Boyles,City Manager All Records
Designees
Larry Po ler,Engineering and Inspections Director Inspections and Engineering Department
Katy Gehler,Public Works Director Public Works Department
Cathy Erickson,Finance Director Finance Department
Dan Ro ness,Community&Economic Development Director Community Development Department
Cindy Kline,Police Records Supervisor Police Department
PASSED AND ADOPTED THIS 23th DAY OF MARCH 2015.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ❑ ❑ ❑ ❑ ❑
Nay ❑ ❑ ❑ ❑ ❑
Abstain ❑ ❑ ❑ ❑ ❑
Absent ❑ ❑ ❑ ❑ ❑
Frank Boyles, City Manager