All city information – including public meeting agendas and minutes, legal notices, crime alerts publications and more – is public unless otherwise classified by a specific statutory designation. Our data practices procedures were adopted to comply with Minnesota Data Practices Act requirements.
The city clerk serves as the responsible authority and data practices compliance officer, and other city employees are designated to assist.
To submit a records request, ask questions or learn more contact City Clerk Becky Koosman at 952-939-8208.
Learn about individual data, including who has access and how to request data.
Use the sections below to learn more about city records and data practices.
Anyone has the right to inspect and copy public data and have the data is explained. Here’s how to request records and data, the city’s response and fees.
How to request records and data
Data requests may be submitted verbally or in writing during normal business hours (Monday–Friday, 8 a.m. – 4:30 p.m.) to City Clerk Becky Koosman at 952-939-8208.
The person making the request is not required to provide their name or a reason for the request.
We may ask you to provide certain identifying or clarifying information for the sole purpose of facilitating access to the data.
We may provide information by fax or email at our discretion.
We are not required to provide information verbally over the phone.
We are not required to provide information in any specific format, except data will be provided electronically if maintained and requested in that format. Electronic data will be provided in the format or program used by the city.
Copies must be supplied as soon as reasonably possible.
Fees may be charged for copies or electronic transmittal of data according to the city’s standard photocopying policy.
If significant time is required, the fee may include the cost of preparing and copying or transmitting the data.
The fee will not include time needed to separate public from non-public data.
An additional fee may be charged if copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process or system developed with significant expenditure of public funds. The additional fee must relate to the actual development costs of the information.
If we determine we’re legally unable to provide the requested data, we must inform the requesting party as soon as possible and provide the specific reasons and statues why the request was denied.
Individuals may challenge the accuracy and completeness of data about themselves. The challenge must be submitted to the city in writing and must detail the nature of the challenge.
Within 30 days, the city is required to respond and either confirm we believe the data to be accurate, or correct any inaccurate or incomplete data. If data is incomplete or inaccurate, the city must attempt to notify past recipients, including those named by the contesting individual.
Contact City Clerk Becky Koosman at 952-939-8208 to ask questions, learn more or submit a challenge.
The city’s decision can be appealed to the state. Learn more about submitting an appeal.
The city is responsible for ensuring records and data are accurate, current and protected. We take the following steps to protect all aspects of records and data.
All records must be maintained and disposed of according to the city’s records retention schedule.
Private and confidential information is secured and only readily accessible to individuals with authorized access.
Private and confidential data is required to remain in city offices, except when necessary for city business.
Individuals with authorized access to private and confidential information and data are:
- Not allowed to discuss, disclose or release private or confidential data to anyone without authorization.
- Not allowed to leave provide or confidential data where anyone without authorization may see it.
- Required to shred private or confidential data before discarding.
When a contract with an outside party requires access to private or confidential information, the outside party is required to follow the Data Practices Act. The city may include a contract provision in written contracts. See “Sample contract provision” to learn more.
When a contract with an outside party requires access to private or confidential information, the outside party is required to follow the Data Practices Act. The city may include the following provision in contracts.
“Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor’s obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the “Act”). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor’s failure to comply with the requirements of the Act or this contract. Upon termination of this contract, Contractor agrees to return data to the City, as requested by the City.”