2015.06.16 Work Session Packet (2nd)
Posted: June 12, 2015
CRYSTAL CITY COUNCIL
SECOND WORK SESSION AGENDA
Tuesday, June 16, 2015
To immediately follow the EDA Special Meeting
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the second work session of the Crystal City Council was held at ______ p.m. on
Tuesday, June 16, 2015 in Conference Room A located at 4141 Douglas Drive, Crystal,
Minnesota.
I. Attendance
Council members Staff
____ Libby ____ Norris
____ Parsons ____ Therres
____ Peak ____ Sutter
____ Adams ____ Revering
____ Dahl ____ Gilchrist
____ Deshler ____ Serres
____ Kolb
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Overview of property maintenance code inspections prior to sale
2. Records retention policy update
3. Northwest Hennepin Human Services Council update
4. Constituent issues update
5. New business*
6. Announcements*
III. Adjournment
The work session adjourned at ______ p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763)
531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Memorandum
DATE: June 11, 2015
TO: Mayor and City Council
Anne Norris, City Manager
FROM: Chrissy Serres, City Clerk
CC: City Attorney
SUBJECT: Proposed changes to Data Practices and Records Retention Policies
Policies regarding data practices and record retention require City Council approval and
adoption.
The City’s current data practices policy must be updated to be consistent with changes in state
law. Attached is a proposed newly updated data practices policy drafted by the City Attorney’s
office.
The City’s current records retention schedule is in need of updating as well. The City adopted a
records retention schedule years ago; however, staff is recommending adoption of the State
General Records Retention Schedule rather than maintain its own schedule to streamline
processes for more efficient records management. The current State General Records Retention
Schedule is over 100 pages. Therefore, paper copies of the Schedule will not be provided in this
packet but can be reviewed electronically at:
http://www.mcfoa.org/vertical/sites/%7B067FFB58-E3CD-42BA-9FB1-
11EFC7933168%7D/uploads/General_Records_Retention_Schedule_for_MN_Cities_-
_July_2013.pdf
The data practices procedure changes must be updated no later than August 1 per state law.
Staff requests the Council discuss the proposed changes to the data practices and record
retention polices and consider approval at its meeting on July 14, 2015 to meet the August 1
deadline.
1
APPENDIX A
NON PUBLIC, PRIVATE AND CONFIDENTIAL DATA
MAINTAINED BY THE CITY OF CRYSTAL
The list of data types is divided into the following categories: General;
Administration; Community Development; Personnel; and Public Safety.
The categories are provided only for convenience in locating types of data;
inclusion in any particular category is not intended to indicate an exclusive
location for that data type. (E.g., data listed under Personnel may be
physically located in more than one City department.)
GENERAL
Business Data
CLASSIFICATION(S): Private/Nonpublic/Public
GOVERNING STATUTE: Minn. Stat. § 13.591
DESCRIPTION OF DATA: Data submitted to the City by a business requesting
financial assistance or a benefit financed by public funds are private or nonpublic data.
The data becomes public when public financial assistance is provided or the business
receives a benefit from the City, except that business plans, income and expense
projections not related to the financial assistance provided, customer lists, income tax
returns, and design, market and feasibility studies not paid for with public funds remain
private or nonpublic.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
City Attorney Records
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. § 13.393
DESCRIPTION OF DATA: The use, collection, storage, and dissemination of data by
the city attorney are governed by statutes, rules, and professional standards concerning
discovery, production of documents, introduction of evidence, and professional
responsibility. Data which is the subject of attorney-client privilege is confidential. Data
which is the subject of the “work product” privilege is confidential.
Employee Work Access: Certain Administration Department employees on an as needed
basis as part of specific work assignments.
Civil Investigative Data
CLASSIFICATION(S): Confidential / Protected Nonpublic/ Not public / Public
GOVERNING STATUTE: Minn. Stat. § 13.39
DESCRIPTION OF DATA: Data collected as part of an active investigation undertaken
to commence or defend pending civil litigation, or which are retained in anticipation of
pending civil litigation, with the exception of disputes where the sole issue is the City’s
timeliness in responding to a data request.
Employee Work Access: Certain Administration and Police Department employees on an
as needed basis as part of specific work assignments.
Continuity of Operations
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.43, subd. 17
DESCRIPTION OF DATA: Personal home contact information used to ensure that an
employee can be reached in the event of an emergency or other disruption affecting
continuity of operation of a government entity.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Elected Officials Correspondence
CLASSIFICATION(S): Private / Public
GOVERNING STATUTE: Minn. Stat. § 13.601, subd. 2
DESCRIPTION OF DATA: Correspondence between individuals and elected officials is
private data on individuals, but may be made public by either the sender or the recipient.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Identity of Employees Making Complaints
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 181.932, subd. 2; 13.7905, subd. 5(b)
DESCRIPTION OF DATA: The identity of an individual who reports to any
governmental body or law enforcement official a violation or suspected violation by the
individual’s employer of any federal or state law or rule.
Employee Work Access: HR staff on as needed basis as part of specific work
assignments.
Internal Competitive Response
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. §§ 13.591, subd. 5, 13.37.
DESCRIPTON OF DATA: A bid or proposal to provide government goods or services
that is prepared by the staff of a government entity in competition with bids or proposals
solicited by the same government entity from the private sector or a different government
entity from the private sector are classified as private or nonpublic until completion of the
selection process or completion of the evaluation process at which time the data are
public with the exception of trade secret data as defined and classified in Minnesota
Statutes Section 13.37.
Employee Work Access: Certain Public Works and Administration staff on an as needed
basis as part of specific work assignments.
Internal Auditing Data
CLASSIFICATION(S): Confidential/Private/Protected Nonpublic/Public
GOVERNING STATUTE: Minn. Stat. § 13.392
DESCRIPTION OF DATA: Data, notes, and preliminary drafts of reports created,
collected and maintained by the internal audit offices of the City or by person performing
audits for the city and relating to an audit or investigation; data on an individual
supplying information for an audit or investigation, under specified circumstances.
Employee Work Access: Certain Administration and Finance Department staff on an as
needed basis as part of specific work assignments.
Personal Contact and Online Account Information
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.356, 13.04, subd. 2.
DESCRIPTION OF DATA: Data on an individual collected, maintained, or received by
the City for notification purposes or as a part of a subscription list for the City’s
electronic periodic publications as requested by the individual. This data includes
telephone numbers, e-mail addresses, Internet user names and passwords, Internet
protocol addresses and any similar data related to the individual’s online account or
access procedures. This data may only be used for the specific purpose for which the
individual provided the data. This data also does not include data submitted for purposes
of making a public comment.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Requests for Proposals
CLASSIFICATION(S): Private/Nonpublic/Not public/Public
GOVERNING STATUTE: Minn. Stat. §§ 13.591, subd. 3(b), 13.37.
DESCRIPTION OF DATA: Data submitted by a business to the City in response to a
request for proposals is not public data until the responses are opened. Once the
responses are opened, the name of the responder is public. All other data in a response to
a request for proposal are private or nonpublic data until completion of the evaluation
process. After completion of the evaluation process, all remaining data submitted by
responders are public with the exception of trade secret data as classified in Minnesota
Statutes Section 13.37. If all responses to a request for proposals are rejected prior to
completion of the evaluation process, all data, other than that made public at the response
opening, remain private or nonpublic until a resolicitation of the requests for proposal
results in the completion of the evaluation process or a determination is made to abandon
the purchase. If rejection occurs after the completion of the evaluation process, the data
remains public. If resolicitation of the proposals does not occur within one year of the
proposal opening data, the remaining data become public.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Safe at Home Program Participants
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.805 and 5B.07, subd. 1(b).
DESCRIPTION OF DATA: The name and address of a Safe at Home program
participant that is maintained in connection with an active investigation or inspection of
an alleged health code, building code, fire code, or city ordinance violation allegedly
committed by a program participant.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments
Sealed Bids
CLASSIFICATION(S): Private / Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Sealed bids, including the number of bids received, prior to
opening.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Security Information
CLASSIFICATION(S): Private / Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Data which if disclosed would be likely to substantially
jeopardize the security of information possessions, individuals or property against theft,
tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury
(as determined by the Responsible Authority). This includes crime prevention block
maps and lists of volunteers who participate in community crime prevention programs
and their home and mailing addresses, telephone numbers, e-mail or other digital
addresses, Internet communications services account information or similar account
information, and global positioning system locations but this information may be
disseminated to other volunteers participating in crime prevention programs.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Service Cooperative Claims Data
CLASSIFICATION(S): Nonpublic
GOVERNING STATUE: Minn. Stat. § 13.203
DESCRIPTION OF DATA: Claims experience and all related information received from
carriers and claims administrators participating in a group health or dental plan, including
any long-term disability plan, offered through Minnesota service cooperatives to
Minnesota political subdivisions and survey information collected from employees and
employers participating in these plans and programs, except when the executive director
of a Minnesota service cooperative determines that release of the data will not be
detrimental to the plan or program, are classified as nonpublic data not on individuals.
Employee Work Access: HR and Finance Department staff on an as needed basis as part
of specific work assignments.
Social Security Numbers
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.355
DESCRIPTION OF DATA: Social security numbers of individuals, or any part of a
social security number
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
State Auditor Data
CLASSIFICATION(S): Confidential/Protected nonpublic
GOVERNING STATUTE: Minn. Stat. § 6.715, subd. 5
DESCRIPTION OF DATA: Data relating to an audit conducted by the State Auditor’s
office and provided by the State Auditor for purpose of review and verification of the
data, prior to publication of the final report of the audit
Employee Work Access: Finance Department staff on an as needed basis as part of
specific work assignments.
Trade Secret Information
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Data, including a formula, pattern, compilation, program,
device, method, technique or process: (1) that was supplied by the affected individual or
organization; (2) that is the subject of efforts by the individual or organization that are
reasonable under the circumstances to maintain its secrecy; and (3) that derives
independent economic value, actual or potential, from not being generally known to, and
not being readily ascertainable by proper means by, other persons who can obtain
economic value from its disclosure or use.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Utility Disconnections
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. § § 13.681, subd. 6 and 216B.0976, subd. 2
DESCRIPTION OF DATA: Data on customers provided to the City by a utility
regarding disconnection of gas or electric service.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
ADMINISTRATION
Absentee Ballots
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.37 and 13.607, subd. 7 and 203B.12, subd. 7
DESCRIPTION OF DATA: Sealed absentee ballots before opening by an election judge
are private. Names of voters submitting absentee ballots may not be made available for
public inspection until the close of voting on Election Day.
Employee Work Access: City Clerk and certain Administration Department staff on as
needed basis as part of specific work assignments.
Assessor's Data
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.51
DESCRIPTION OF DATA: Data contained on sales sheets from private multiple listing
service organizations; income information on individuals used to determine eligibility of
property for classification for class 4(d) under Minnesota Statutes Section 273.126; and
specified data regarding income properties.
Employee Work Access: Certain County, Administration and Community Development
Department staff on as needed basis as part of specific work assignments.
Candidates for Election to City Council
CLASSIFICATION(S): Public / private
GOVERNING STATUTE: Op. Atty.Gen. No. 852, October 6, 2006; Advisory Opinion
No. 05-036; Minn. Stat. § 13.607, subd. 8 and 204B.06, subd. 1b
DESCRIPTION OF DATA: Data created, collected or maintained about an individual
candidate for election to the City Council is public. An affidavit of candidacy must state
an address of residence and telephone number. The candidate may request that the
address be classified as private data by certifying that a police report has been submitted
or an order for protection has been issued in regard to the safety of the candidate or
candidate’s family.
Employee Work Access: City Clerk and certain Administration Department staff on as
needed basis as part of specific work assignments.
Computer Access Data
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.15
DESCRIPTION OF DATA: Data created, collected, or maintained about a person’s
access to the City’s computer for the purpose of: (1) gaining access to data or
information; (2) transferring data or information; or (3) using government services.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Deferred Assessment Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.52
DESCRIPTION OF DATA: Data collected pursuant to Minnesota Statutes Section
435.193, which indicates the amount or location of cash or other valuables kept in the
homes of applicants for deferred assessment.
Employee Work Access: Certain Administration and Finance Department staff on as
needed basis as part of specific work assignments.
Federal Contracts Data
CLASSIFICATION(S): Private/Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.35
DESCRIPTION OF DATA: All data collected and maintained by the City when required
to do so by a federal agency as part of its contract with the City.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Homestead Applications
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.4965, subd. 3, 273.124, subd. 13
DESCRIPTION OF DATA: Social security numbers, affidavits or other proofs of
entitlement to homestead status that are submitted by property owners or their spouses.
The data may be disclosed to the Commissioner of Revenue or, under limited
circumstances, the county treasurer.
Employee Work Access: Certain Administration Department staff on as needed basis as
part of specific work assignments.
Municipal Bonds Register Data
CLASSIFICATION(S): Private / Nonpublic
GOVERNING STATUTE: Minn. Stat. §§ 13.202, subd. 12, 475.55, subd. 6
DESCRIPTION OF DATA: Data with respect to the ownership of municipal obligations.
Employee Work Access: Certain Finance Department staff on as needed basis as part of
specific work assignments.
Municipal Utility Customer Data
CLASSIFICATION(S): Public / Private / Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.685
DESCRIPTION OF DATA: Data on customers of municipal electric utilities are private
data on individuals or nonpublic data. Data on customers of other municipal utilities are
public.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Municipal Self-insurer Claims
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.202, subd. 9(a), 471.617, subd. 5
DESCRIPTION OF DATA: Data about individual claims or total claims made by an
individual under a self-insured health benefit plan of a municipality.
Employee Work Access: Certain HR and Finance Department staff on an as needed basis
as part of specific work assignments.
Registered Voter Lists
CLASSIFICATION(S): Confidential/Public
GOVERNING STATUTE: Minn. Stat. §§ 13.607, subd. 6; 201.091
DESCRIPTION OF DATA: Information contained in the master list of registered voters.
Employee Work Access: City Clerk and certain Administration Department staff on as
needed basis as part of specific work assignments.
Social Recreational Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.548
DESCRIPTION OF DATA: For people enrolling in recreational or other social
programs: name, address, telephone number, any other data that identifies the individual,
and any data which describes the health or medical condition of the individual, family
relationships, living arrangements, and opinions as to the emotional makeup or behavior
of an individual.
Employee Work Access: Certain Recreation Department staff on an as needed basis as all
or in part of specific work assignments.
COMMUNITY DEVELOPMENT
Appraisal Data
CLASSIFICATION(S): Confidential / Protected Nonpublic / Public
GOVERNING STATUTE: Minn. Stat. § 13.44, subd. 3
DESCRIPTION OF DATA: Appraisals made for the purpose of selling or acquiring land
through purchase or condemnation. Data made confidential or protected nonpublic may,
among other ways set forth in the statute, become public at the discretion of the City,
determined by majority vote of the City Council.
Employee Work Access: Certain Community Development Department staff on an as
needed basis as all or in part of specific work assignments.
Benefit Data
CLASSIFICATION(S): Private / Public
GOVERNING STATUTE: Minn. Stat. § 13.462
DESCRIPTION OF DATA: Data on individuals, corporations and/or partnerships
collected or created when individuals, corporations and/or partnerships seek information
about becoming, is or was an applicant for or recipient of benefits or services provided
under any housing, home ownership, rehabilitation and community action agency, Head
Start, or food assistance programs administered by the City.
Employee Work Access: Certain Community Development Department staff on an as
needed basis as all or in part of specific work assignments.
Housing Agency Data
CLASSIFICATION(S): Confidential / Private / Protected Nonpublic / Nonpublic / Public
GOVERNING STATUTE: Minn. Stat. § 13.585
DESCRIPTION OF DATA: Correspondence between the agency and agency’s attorney
containing data collected as part of an active investigation undertaken for the purpose of
the commencement or defense of potential or actual litigation; income information on
individuals collected and maintained to determine property tax classification eligibility;
data pertaining to negotiations with property owners regarding the purchase of property.
Employee Work Access: Certain Community Development staff on an as needed basis as
all or in part of specific work assignments.
Property Complaint Data
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. § 13.44, subd. 1
DESCRIPTION OF DATA: Data that identifies individuals who register complaints
concerning violations of state laws or local ordinances concerning the use of real
property.
Employee Work Access: Certain employees on an as needed basis as part of specific
work assignments.
Redevelopment Data
CLASSIFICATION(S): Private / Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.59
DESCRIPTION OF DATA: Names and addresses of individuals and businesses and the
legal descriptions of property owned by individuals and businesses, when collected in
surveys of individuals conducted by the City or Housing and Redevelopment Authority
for the purposes of planning, development, and redevelopment.
Employee Work Access: Certain Community Development staff on an as needed basis as
all or in part of specific work assignments.
PERSONNEL
Applicants for Appointment and Members of Advisory Boards
CLASSIFICATION(S): Public
GOVERNING STATUTE: Minn. Stat. § 13.601, subd. 3
DESCRIPTION OF DATA: Data on applicants for appointment to the City Council or a
board or commission are private except that the following are public: name, city of
residence (except when the appointment has a residence requirement that requires the
entire address to be public), education and training, employment history, volunteer work,
awards and honors, prior government service, and veteran status. Once the individual is
appointed, the following additional items become public: residential address and either a
telephone number or electronic mail address where the appointee can be reached, or both
at the request of the appointee. Any electronic mail addresses or telephone number
provided by the City for use by an appointee is public. NOTE: This section also applies
to applicants for appointment to the city council (e.g., in case of vacancy), in addition to
Minn. Stat. § 13.43.
Employee Work Access: Certain Administration Department staff on an as needed basis
as all or in part of specific work assignments.
Employee Drug and Alcohol Tests
CLASSIFICATION(S): Confidential / Private
GOVERNING STATUTE: Minn. Stat. §§ 13.7905, subd. 5(c), 181.954, subd. 2 and 3
DESCRIPTION OF DATA: Results of employee drug and alcohol tests.
Employee Work Access: HR staff on an as needed basis as all or in part of specific work
assignments.
Employment and Training Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.47
DESCRIPTION OF DATA: Data on individuals collected, maintained, used, or
disseminated because an individual applies for, is currently enrolled in, or has been
enrolled in employment and training programs funded with federal, state or local
resources.
Employee Work Access: HR staff on an as needed basis as all or in part of specific work
assignments.
Examination Data
CLASSIFICATION(S): Private / Confidential
GOVERNING STATUTE: Minn. Stat. § 13.34
DESCRIPTION OF DATA: Completed versions of personnel and licensing
examinations
Employee Work Access: HR staff on an as needed basis as all or in part of specific work
assignments.
Labor Relations Information
CLASSIFICATION(S): Private / Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.37
DESCRIPTION OF DATA: Management positions on economic and non-economic
items that have not been presented during the collective bargaining process or interest
arbitration, including information specifically collected or created to prepare the
management position.
Employee Work Access: HR staff on an as needed basis as all or in part of specific work
assignments.
Personnel and Employment Data
CLASSIFICATION(S): Private/Public
GOVERNING STATUTE: Minn. Stat. § 13.43.
DESCRIPTION OF DATA: Data on individuals maintained because the individual is or
was an employee of or an applicant for employment by, performs services on a voluntary
basis for, or acts as an independent contractor with the City. Generally all data about
people who are or were an employee, an applicant for employment, a volunteer, or an
independent contractor are private, with the exceptions noted below. NOTE: This
section applies to members of the city council after their election or appointment to the
council. It also applies to applicants for appointment to the City Council (e.g., in case of
vacancy), but not to candidates for election to the City Council, together with Minnesota
Statutes Section 13.601 (see “Applicants for Appointment and Members of Advisory
Boards” above.).
Employee Work Access: HR staff and certain Finance Department staff on an as needed
basis as all or in part of specific work assignments.
Public Data - Applicants
The following data on current and former applicants is public:
* Veteran Status
* Relevant test scores
* Rank on eligibility list
* Job history
* Education and training
* Work availability
* Name, after being certified as eligible for appointment to a vacancy or
when considered a finalist for a position of public employment (which
occurs when the person has been selected to be interviewed by the
appointing authority)
* Names of applicants for appointment to and members of an advisory board
or commission.
Public Data - Employees
The following data on current and former employees (including council
members), volunteers, and independent contractors are public:
* Name
* Employee identification number, which may not be a social security
number
* Actual gross salary
* Salary Range
* Terms and conditions of employment relationship
* Contract fees
* Actual gross pension
* Value and nature of employer paid fringe benefits
* Basis for and the amount of added remuneration, including expense
reimbursement, in addition to salary
* Job title
* Bargaining unit
* Job description
* Education and training background
* Previous work experience
* Date of first and last employment
* The existence and status (but not nature) of any complaints or charges
against the employee, regardless of whether the complaint or charge
resulted in a disciplinary action
* Final disposition of any disciplinary action, with specific reasons for the
action and data documenting the basis of the action, excluding data that
would identify confidential sources who are employees of the City
* Complete terms of any agreement settling any dispute arising from the
employment relationship; except that the agreement must include specific
reasons for the agreement if it involves the payment of more than $10,000
of public money
* Work location
* Work telephone number
* Badge number
* Work-related continuing education
* Honors and awards received
* Payroll time sheets or other comparable data that are only used to account
for employee’s work time for payroll purposes, except to the extent that
release of time sheet data would reveal the employee’s reasons for the use
of sick or other medical leave or other non-public data.
“Final disposition” of a disciplinary action: a final disposition occurs when the
City makes its final decision about the disciplinary action, regardless of the
possibility of any later proceedings or court proceedings. Final disposition
includes a resignation by an individual when the resignation occurs after the final
decision of the City, or arbitrator. In the case of arbitration proceedings arising
under collective bargaining agreements, a final disposition occurs at the
conclusion of the arbitration proceedings, or upon failure of the employee to elect
arbitration within the time provided by the collective bargaining agreement.
A disciplinary action does not become public data if an arbitrator sustains a
grievance and reverses all aspects of any disciplinary action.
The City may display a photograph of a current or former employee to a
prospective witness as part of the City’s investigation of any complaint or charge
against the employee.
A complainant has access to a statement provided by the complainant to the City
in connection with a complaint or charge against an employee.
Notwithstanding other provisions contained in Minnesota Statutes Section 13.43,
subdivision 2, upon completion of an investigation of a complaint or charge
against a public official, or if a public official resigns or is terminated from
employment while the complaint or charge is pending, all data relating to the
complaint or charge are public, unless access to the data would jeopardize an
active investigation or reveal confidential sources.
“Public Official” means the chief administrative officer, or the individual acting
in an equivalent position, in all political subdivisions.
Data relating to a complaint or charge against a public official are public only if:
(1) the complaint or charge results in disciplinary action or the employee resigns
or is terminated from employment while the complaint or charge is pending; or
(2) potential legal claims arising out of the conduct that is the subject of the
complaint or charge are released as part of a settlement agreement. This
paragraph does not authorize the release of data that are made not public under
other law.
Undercover Law Enforcement Officer
All personnel data about an undercover law enforcement officer is private until no
longer assigned to those duties. Then, the officer is subject to the same rules
applicable to other employees unless the law enforcement agency determines that
revealing the data would threaten the officer’s safety or jeopardize an active
investigation.
Access by Labor Organizations
Personnel data may be given to labor organizations and to the Bureau of
Mediation Services to the extent this it is necessary to conduct elections, notify
employees of fair share fee assessments, or to implement state labor laws.
Employee Assistance Programs
All data associated with employee assistance programs is private.
Harassment
When there is a harassment complaint against an employee, the employee may
not have access to data that would identify the complainant or other witnesses if
the data would threaten the personal safety of the complainant or witness, or
subject the complainant or witness to harassment. However, summary
information will be provided to the employee in order for him/her to prepare for a
disciplinary proceeding that has been initiated.
Peer Counseling Debriefing
Data acquired by a peer group member in a public safety peer counseling
debriefing is private data on the person being debriefed.
Protection of Employee or Others
If it is reasonably necessary to protect an employee from harm to self or to protect
another person who may be harmed by the employee, information that is relevant
to the safety concerns may be released to (1) the person who may be harmed or to
the person’s attorney when relevant to obtaining a restraining order, (2) a
prepetition screening team in the commitment process, or (3) a court, law
enforcement agency or prosecuting authority.
Continuity of Operations
An employee’s personal home contact information may be used to ensure that an
employee can be reached in event of an emergency or other disruption affecting
continuity of operations of the City or other government entity, including sharing
the information with another government entity.
Grievance Arbitration Decisions
An arbitration decision that sustains a grievance and reverses all aspects of any
disciplinary action is private.
Salary Benefit Survey Data
CLASSIFICATION(S): Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.435
DESCRIPTION OF DATA: Salary and personnel benefit survey data purchased from
consulting firms, nonprofit corporations or associations or obtained from employers with
the written understanding that the data shall not be made public.
Employee Work Access: HR staff and certain Finance Department staff on an as needed
basis as all or in part of specific work assignments.
PUBLIC SAFETY
911 Emergency Telephone Service
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.202, subd. 6, 403.07, subd. 3 and 4
DESCRIPTION OF DATA: Names, addresses and telephone numbers provided to a 911
system.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Ambulance Service Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.381, subd. 12, 144E.123
DESCRIPTION OF DATA: Ambulance reports/pre hospital medical care data are
private data on individuals.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Child Abuse Report Records
CLASSIFICATION(S): Confidential / Private
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 6 (b), 13.82, subd. 8 and 9 and
626.556
DESCRIPTION OF DATA: Active or inactive investigative data that identify a victim of
child abuse or neglect reported under Minnesota Statutes Section 626.556 are private data
on individuals. Active or inactive investigative data that identify a reporter of child abuse
or neglect under Minnesota Statutes Section 626.556 are confidential data on individuals,
unless the subject of the report compels disclosure under Minnesota Statutes Section
626.556, subd. 11. Investigative data that becomes inactive under Minnesota Statutes
Section 626.556, subd. 7 (a) or (b) and that relate to the alleged abuse or neglect of a
child by a person responsible for the child’s care, as defined in Minnesota Statutes
Section 626.556, subdivision 2 are private data.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Corrections and Detention Data
CLASSIFICATION(S): Confidential / Private / Public
GOVERNING STATUTE: Minn. Stat. § 13.85
DESCRIPTION OF DATA: Data on individuals created, collected, used or maintained
by a municipal correctional or detention facility, the release of which would disclose
medical, psychological, financial or personal information not related to the individual’s
detainment or which would endanger an individual’s life; detention data, the release of
which would endanger an individual’s life, endanger the effectiveness of an investigation,
identify a confidential informant, or clearly endanger the security of any institution or its
population.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Crime Alert Requests
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 12 and 611A.0393
DESCRIPTION OF DATA: Contact information provided by a citizen requesting a
disability accessible crime alert.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Crime Victim Notice of Release
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 5 (a), 611A.06
DESCRIPTION OF DATA: All identifying information regarding a crime victim,
including a victim’s request for notice of release and a notice of release made pursuant to
Minnesota Statutes Section 611A.06.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Criminal Gang Investigative Data System
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. §§ 13.6905, subd. 14, 299C.091
DESCRIPTION OF DATA: Data in the criminal gang investigative data system are
confidential data on individuals as defined in Minnesota Statutes Section 13.02,
subdivision 3, but are accessible to law enforcement agencies and may be released to the
criminal justice agencies.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Criminal History Data
CLASSIFICATION(S): Private / Public
GOVERNING STATUTE: Minn. Stat. § 13.87
DESCRIPTION OF DATA: Criminal history data maintained by agencies, political
subdivisions and statewide systems are classified as private, pursuant to Minnesota
Statutes Section 13.02, subdivision 12, except that the data created, collected or
maintained by the Bureau of Criminal Apprehension that identify an individual who was
convicted of a crime, the offense of which the individual was convicted, associated court
disposition and sentence information, controlling agency and confinement information
are public data for 15 years following the discharge of the sentence imposed for that
offense.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Data on Videotape Consumers
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 325I.02, subd. 2, 13.487, subd. 3
DESCRIPTION OF DATA: Personally identifiable information concerning a videotape
consumer that a law enforcement agency obtains in connection with an action
commenced by the videotape seller or provider to collect fines for overdue or unreturned
videotapes or collection for unpaid videotapes.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Detention Data
CLASSIFICATION(S): Private / Confidential / Public
GOVERNING STATUTE: Minn. Stat. § 13.85
DESCRIPTION OF DATA: Data on individuals created, collected, used or maintained
because of their lawful confinement or detainment in a correctional or detention facility,
including a City jail or lockup.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Diversion Program Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.6905, subd. 18, 299C.46, subd. 5
DESCRIPTION OF DATA: Names and identifying data concerning diversion program
participants that are maintained in the criminal justice data communications network.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Domestic Abuse Data
CLASSIFICATION(S): Confidential / Public
GOVERNING STATUTE: Minn. Stat. § 13.80
DESCRIPTION OF DATA: Data on individuals collected, created, received or
maintained by police departments pursuant to the Domestic Abuse Act.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
E-Charging Data
CLASSIFICATION(S): Private/Nonpublic, Confidential/Protected Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.871, subd. 11 and 299C.41.
DESCRIPTION OF DATA: Credentialing data is private or nonpublic data. Auditing
data and workflow and routing data are classified as provided by other law.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
EMT or First Responder Misconduct Data
CLASSIFICATION(S): Confidential/Protected Nonpublic
GOVERNING STATUTE: Minn. Stat. §§ 13.383, subd. 2, 144E.305, subd. 3.
DESCRIPTION OF DATA: Reports of emergency medical technicians, emergency
medical technicians-intermediate, emergency medical technicians-paramedic or first
responder’s misconduct are considered to be confidential or protected nonpublic while an
investigation is active. Except for the Emergency Medical Services Regulatory Board’s
final determination, all communications or information received by or disclosed to the
Board relating to disciplinary matters of any person or entity subject to the Board’s
regulatory jurisdiction are confidential and privileged and any disciplinary hearing shall
be closed to the public.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Explosives Use and Storage
CLASSIFICATION(S): Nonpublic
GOVERNING STATUTE: Minn. Stat. § 13.6905, subd. 28a; Minn. Stat. § 299F.28 and
299F.75, subd. 4
DESCRIPTION OF DATA: Data related to use and storage of explosives by individuals
holding a permit, including locations of storage, place and time of intended use of
explosives or blasting agents, and place and means of storage of explosives or blasting
agents. Data may be shared with a government entity or utility whose job duties require
access to a facility containing explosives but may not be disclosed to anyone not directly
involved in work to be completed at the site where the explosives or blasting agents are
stored or used.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Firearms Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.87, subd. 2
DESCRIPTION OF DATA: Data about the purchase or transfer of firearms and
applications for permits to carry firearms.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Hazardous Substance Emergency
CLASSIFICATION(S): Nonpublic
GOVERNING STATUTE: Minn. Stat. §§ 13.6905, subd. 27, 299F.095 and 299F.096,
subd. 1
DESCRIPTION OF DATA: Information contained in hazardous materials notification
reports made pursuant to Minnesota Statutes Sections 299F.091 to 299F.099.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Health Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.3805, subd. 1
DESCRIPTION OF DATA: Data on individuals created, collected, received or
maintained by the city relating to the identification, description, prevention, and control
of disease or as part of an epidemiologic investigation designated by the commissioner of
health as necessary to analyze, describe or protect the public health.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Integrated Search Service Data
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. § 13.873
DESCRIPTION OF DATA: Data on individuals stored on one or more databases
maintained by criminal justice agencies and accessible through the integrated search
service operated by the Bureau of Criminal Apprehension.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Investigative Detention Data
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. § 13.86
DESCRIPTION OF DATA: Data created, collected, used or maintained by a municipal
correctional or detention facility that, if revealed, would identify an informant who
provided information about suspected illegal activities and is likely to subject the
informant to physical reprisals by others.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Law Enforcement Data
CLASSIFICATION(S): Private / Confidential / Public/ Non Public
GOVERNING STATUTE: Minn. Stat. §§13.82, 259.10, subd. 2
DESCRIPTION OF DATA: Certain arrest data, request for service data, and response or
incident data are public data.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
An audio recording of a call placed to a 911 system for the purpose of requesting service
from a law enforcement, fire or medical emergency is private data on individuals, except
that a written transcript of the audio recording is public, unless it reveals the identity of
an individual otherwise protected under Minnesota Statutes Section 13.82, subdivision
17.
Criminal investigative data collected or created by a law enforcement agency in order to
prepare a case against a person for the commission of a crime or other offense for which
the agency has primary investigative responsibility is confidential or protected nonpublic
while the investigation is still active.
Photographs that are part of inactive investigative files and that are clearly offensive to
common sensibilities are classified as private or nonpublic, provided that the existence of
the photographs shall be disclosed to any person requesting access to the inactive
investigative file.
Investigative data that consist of a person’s financial account number or transaction
numbers are private or nonpublic data at the close of the investigation.
Data on court records relating to name changes under Minnesota Statutes Section 259.10,
subdivision 2 which is held by a law enforcement agency is confidential data on an
individual while an investigation is still active and is private data on an individual when
the investigation becomes inactive.
Data in arrest warrant indices are classified as confidential data until the defendant has
been taken into custody, served with a warrant or appears before the court, except when
the law enforcement agency determines that the public purpose is served by making that
information public.
Data that uniquely describe stolen, lost, confiscated or recovered property are classified
as either private data on individuals or nonpublic data depending on the content.
Financial records of a program that pays rewards to informants are protected nonpublic
data in the case of data not on individuals or confidential data in the case of data on
individuals.
Data on registered criminal offenders are private data on individuals.
Data in missing children bulletins are public data.
Data that reflect deliberative processes or investigative techniques of law enforcement
agencies are confidential data on individuals or protected nonpublic data, provided that
information, reports, or memoranda that have been adopted as the final opinion or
justification for a decision of a law enforcement agency are public data.
Booking photographs are public data.
Data that would reveal the identity of persons who are customers of a licensed
pawnbroker, secondhand goods dealer or scrap metal dealer are private data on
individuals.
Data describing the property in a regulated transaction with a licensed pawnbroker,
secondhand goods dealer or scrap metal dealer are public.
Orders for Protection and No Contact Orders
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 13 and 299C.46, subd. 6
DESCRIPTION OF DATA: Data from orders for protection or no contact orders and
data entered by law enforcement to assist in enforcement of those orders. Data about the
offender can be shared with the victim for purposes of enforcement of the order.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Peace Officer Discipline Procedures
CLASSIFICATION(S): Confidential / Private / Public
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 6(p), 626.89, subd. 6 and 13.43
DESCRIPTION OF DATA: Investigative report made by a law enforcement agency in
connection with a peace officer disciplinary matter; identities of confidential informants
in such matters; identities of witnesses expected to testify in disciplinary hearings.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Peace Officer Records on Juveniles
CLASSIFICATIONS(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.875, subd. 2, 260B.171, subd. 5.
DESCRIPTION OF DATA: Peace officers’ records of children who are or may be
delinquent or who may be engaged in criminal acts.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Reports of Gunshot Wounds
CLASSIFICATION(S): Confidential
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 6 (a), 626.53
DESCRIPTION OF DATA: A report made by a health professional concerning a wound
or injury arising from or caused by discharge of a firearm or inflicted by the perpetrator
of a crime using a dangerous weapon other than a firearm.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Safe at Home Data
CLASSIFICATION(S): Private/nonpublic
GOVERNING STATUTE: Minn. Stat. §§ 13.805 and 5B.07
DESCRIPTION OF DATA: Data regarding the process for data sharing by the Bureau of
Criminal Apprehension, the secretary of state and law enforcement agencies related to the
Safe at Home program is nonpublic data. Data related to applicants, eligible persons and
participants in the Safe at Home program are private data.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Sex Offender HIV Tests
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 5(b), 611A.19, subd. 2
DESCRIPTION OF DATA: Results of HIV tests of sex offenders must be handled in
accordance with Minnesota Statutes Section 611A.19.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Sexual Assault Crime Victims
CLASSIFICATION(S): Private
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 3(e), 609.3471
DESCRIPTION OF DATA: Data that identifies a victim who is a minor, in records or
reports relating to petitions, complaints or indictments made for criminal sexual conduct
in the first, second, third or fourth degrees.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Undercover Buy Fund
CLASSIFICATION(S): Confidential / Private / Public
GOVERNING STATUTE: Minn. Stat. §§ 13.6905, subd. 13, 299C.065, subd. 4
DESCRIPTION OF DATA: An application to the Commissioner of Public Safety for a
grant pursuant to Minnesota Statutes Section 299C.065; information within investigative
files that identifies or could reasonably be used to ascertain the identity of assisted
witnesses, sources, or undercover investigators; information in a report at the conclusion
of an investigation pertaining to the identity or location of an assisted witness.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Use of Motor Vehicle to Patronize Prostitutes
CLASSIFICATION(S): Private/Public
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 3 (c) and 609.324, subd. 5
DESCRIPTION OF DATA: Notation in a driving record that the driver has used a motor
vehicle to patronize prostitutes, but becomes public if the person has been convicted
previously of patronizing a prostitute or another violation under Minnesota Statutes
Section 609.324 or 609.322.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Videotapes of Child Abuse Victims
CLASSIFICATION(S): Private / Confidential
GOVERNING STATUTE: Minn. Stat. §§ 13.821, 611A.90
DESCRIPTION OF DATA: Videotapes in which a child victim or alleged victim is
alleging, explaining, denying, or describing an act of physical or sexual abuse.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Vulnerable Adult Report Records
CLASSIFICATION(S): Private / Confidential
GOVERNING STATUTE: Minn. Stat. §§ 13.871, subd. 6 (l), 626.557, subd. 12(b).
DESCRIPTION OF DATA: Reports made pursuant to Minnesota Statutes Section
626.557 of possible incidents of maltreatment of vulnerable adults; identities of
individuals making such reports.
Employee Work Access: PD staff on an as needed basis as all or in part of specific work
assignments.
Issue Type Key Summary Assignee Reporter Status Created Updated
Issue CRCI-31 US Postal Service Box - 38th Avenue Anne Norris Anne Norris In Progress 6/11/2015 13:28 6/11/2015 13:40
Issue CRCI-29 78XX - 58th Place - unkempt yard Anne Norris Anne Norris In Progress 6/11/2015 13:17 6/11/2015 13:40
Issue CRCI-27 57XX Brunswick - storm damaged
boulevard tree
Anne Norris Jeff Kolb In Progress 5/1/2015 0:00 6/11/2015 13:40
Issue CRCI-19 67XX - 58th Avenue North - questionable
relocation of gas meter
Anne Norris Jeff Kolb In Progress 4/1/2015 0:00 6/11/2015 13:41
Issue CRCI-18 Bassett Creek Park - debris dumping,
garbage
Anne Norris Jeff Kolb New Issue 4/1/2015 0:00 6/10/2015 21:19
Issue CRCI-17 56XX Yates - overnight parking in street Anne Norris Jeff Kolb In Progress 4/1/2015 0:00 6/11/2015 13:41
Issue CRCI-15 60XX - 34th Avenue - boulevard tree Anne Norris Jeff Kolb In Progress 4/1/2015 0:00 6/11/2015 13:41
Issue CRCI-14 50th and Florida - stop sign request Anne Norris Jeff Kolb In Progress 3/1/2015 0:00 6/11/2015 13:41
Issue CRCI-13 63XX 61st Avenue - no garbage
collection, junk in yard
Anne Norris Jeff Kolb In Progress 3/1/2015 0:00 6/11/2015 13:41
Issue CRCI-11 58XX Regent - unkempt yard Anne Norris Jeff Kolb New Issue 2/1/2015 0:00 6/10/2015 21:19
Issue CRCI-10 59XX Regent - tree issue Anne Norris Jeff Kolb In Progress 2/1/2015 0:00 6/11/2015 13:42
Issue CRCI-9 Street striping - 38th & Louisiana Anne Norris Jeff Kolb In Progress 1/1/2015 0:00 6/11/2015 13:42
Issue CRCI-8 36xx Georgia Avenue - placement of
Century Link equipment in right-of-way
Anne Norris Jeff Kolb In Progress 1/1/2015 0:00 6/11/2015 13:42
Issue CRCI-7 Heathers Pond (3000 Douglas) -
maintenance
Anne Norris Jeff Kolb In Progress 11/1/2014 0:00 6/11/2015 13:42
Open Issues (JIRA)
Displaying 14 issues at 06/11/15 1:44 PM.
Generated at Thu Jun 11 13:44:20 CDT 2015 by Anne Norris using JIRA 6.5-OD-05-041#65001-sha1:e07c9f6ede7074bd21de4ab8b492355afe6390de.
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