02-12-2024
Council Conference Meeting
February 12, 2024
5:30 PM
Fridley City Hall, 7071 University Avenue N.E.
Agenda
Pursuant to Minnesota Statute § 13.02 the February 12, 2024 meeting will be a hybrid meeting.
Councilmember Bolkcom will be attending via Zoom from Av Camarón Sábalo 2121, Sábalo Country,
82100 Mazatlán, Mexico.
Virtual: https://us06web.zoom.us/j/85863530433?pwd=HQ5Tc6hZdcbgEiou0Yr15kbJAiRMNQ.1
Meeting ID: 858 6353 0433. Passcode: 187310. Call in: 312-626-6799.
1.Update from Employee Resources Department
2.Community Development Update
3.Islamic University Special Use Permit Discussion
4.2023 Year End Review and 2024 Forecast of City Commissions
5.Data Practices Policy Update
Upon request, accommodation will be provided to allow individuals with disabilities to participate in
any City of Fridley services, programs, or activities. Hearing impaired persons who need an interpreter
or other persons who require auxiliary aids should contact the City at (763) 572-3450.
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AGENDA REPORT
Meeting Date:February 12, 2024 Meeting Type:City CouncilConference Meeting
Submitted By:Becca Hellegers, Director of Employee Resources
Title
Update from Employee Resources Department
Background
Staff will provide Council withan update on new City employees.
Staff will also discuss a new leadership development programofferedfor City employees called
and improving leadership and core skills to help improve relationships, collaboration, decision making
and problem solving, communication, and other skills necessary to navigate the challenges of leadership
in our dynamic organization.
Financial Impact
Included in the budget.
Focus on Fridley Strategic Alignment
Vibrant Neighborhoods &PlacesCommunity Identity &Relationship Building
Financial Stability & Commercial ProsperityPublic Safety & Environmental Stewardship
X Organizational Excellence
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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AGENDA REPORT
Meeting Date:February 12, 2024 Meeting Type:City CouncilConference Meeting
Submitted By:Scott Hickok, Community Development Director
Stacy Stromberg, Planning Manager
Title
Community Development Update
Background
Staff will update the Council on the building, planning and rental division activities and changes in 2024.
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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AGENDA REPORT
Meeting Date:February 9, 2024 Meeting Type:City CouncilConference Meeting
Submitted By:Scott Hickok, Community Development Director
Title
Islamic University Special Use Permit Discussion
Background
In March of 2013, the City Council approved a special use permit for the Islamic University to occupy the
former building.
Financial Impact
Absorbed
Recommendation
Staff recommends that Council be present to engage in a discussion of the history of the Special Use
Permit and the prospect of revisiting the terms of that document.
Focus on Fridley Strategic Alignment
X Vibrant Neighborhoods &Places X Community Identity &Relationship Building
Financial Stability & Commercial ProsperityPublic Safety & Environmental Stewardship
Organizational Excellence
Attachments and Other Resources
Special Use Permit
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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AGENDA REPORT
Meeting Date:February 12, 2024 Meeting Type:City CouncilConference Meeting
Submitted By:Danielle Herrick, City Manager Intern
Title
2023 Year End Review and 2024 Forecast ofCity Commissions
Background
Commissions and city councils share an important relationshipthat drive city initiatives forward.The City
of Fridley (City) has five commissions: Charter Commission, Environmental Quality and Energy
Commission (EQEC), Housing and Redevelopment Authority (HRA), Parks and Recreation Commission,
and Planning Commission.
The commissions are made up of knowledgeable residents, professionals, and community members.
who volunteer their timeandexpertise toadvance City goals around housing, sustainability, land use,
recreation and more.
As we move into 2024, staff liaisons where asked to summarizethekey accomplishments of the
commissions in 2023and highlight goals for 2024.
Charter Commission
In 2023, the Charter Commission conducted seven meetings where they interviewed and recommended
new members, participated in parliamentary procedure training, approved updates to the Elections
chapter of the City Charter, and formally adopted Commission bylaws.
In 2024, the Commission has accepted four new members. are to review and
propose updates to dated Charter chapters, aligning them with City style guidelines and State standards.
The Commission has also established an annual joint meeting with the City Council to facilitate
collaboration.
Environmental Quality and Energy Commission
In 2023, the EQEC provided feedback and support on sustainability initiatives with a focus on outreach,
energy plan implementation, and grant pursuits. They drafted letters supporting three grant applications
and made code revision recommendations related to sustainability.
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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In 2024, priorities include continued advisory roles on the City's recodification process, outreach, and
sustainability planning and feasibility studies. EQEC members are exploring how to encourage Fridley
residents to reduce waste during construction projects.
Housing and Redevelopment Authority
In 2023, The HRA achieved two major legislative successes at the state level. First, they secured $4 million
in funding for the 57th Avenue overpass project. Second, they obtained special legislation allowing the
HRA to receive a portion of the Northern Stacks Tax Increment Financing (TIF) revenue over five years.
The HRA also acquired the remaining parcels to redevelop the Old Central/Mississippi area and will
prepare the site for a development partner in 2024.
In 2024, the community will see improvements to the Housing Loan Programs. Those include lowered
interest rates on Home Improvement Loans, expanded opportunities for First Time Homebuyers and
income limits on our senior deferred loans. The Commission has joint meetings with the City Council to
facilitate collaboration. The Old Central/Mississippi redevelopment project remains a top priority, with
plans to secure a development partner to begin transformation of the site acquired in 2023.
Parks and Recreation Commission
In 2023, the Parks and Recreation Commission provided crucial input that informed the final designs and
equipment purchases for several park projects - Edgewater Gardens Park, Plymouth Square Park, Sylvan
Hills Park, and Logan Park. Additional 2023 accomplishments include touring Locke Park and making
improvement recommendations, as well as reviewing facility rental fees and use policies for parks
facilities like the Moore Lake Community Building.
In 2024, the Commission will serve in an advisory role for the Commons Park project, make
recommendations on 2025 neighborhood park projects, and assist with planning the Moore Lake Park
grand opening. The Commission has requested the opportunity to meet with the Council to discuss
priorities and expectations.
Planning Commission
In 2023, the Planning Commission reviewed and recommended updates to two key ordinances - the
Mississippi River Corridor Critical Area regulations and the interim use permit policy. They considered
several major land use applications, most notably recommending approval for the Moon Plaza affordable
housing redevelopment. Other 2023 projects included replats of the Waterworks site and former
Goodwill property.
In 2024, the Planning Commission will play an advisory role in the major undertaking of recodifying the
zoning code. The City Council has been invited to the recodification kick-off meeting in late February.
Additionally, the Planning Commission will work closely with the HRA on several redevelopment
initiatives throughout the city.
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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AGENDA REPORT
Meeting Date:February 12, 2024 Meeting Type:City CouncilConference Meeting
Submitted By:Danielle Herrick, City Manager Intern
Melissa Moore, City Clerk
Title
Data Practices Policy Update
Background
TheMinnesota Government Data PracticesAct(MGDPA),M.S.§ 13, is a state law that controls how
government data are collected, created, stored, used and released. The MGDPA sets out certain
requirementsrequiring the City to updateits Data Practices Policy(Policy)relating to the right of the
public to access government data, the rights of individuals who are the subjects of government data,
not public data protection and not public data inventory.
Formatting and restructuring changes have been made to the policy in order to make it approachable
and understandable for both staff and the public. Below is a summary of key updates:
Data Practices Contacts:
CurrentProposed Changes
Does not explicitly list the name nor the Explicitly names and provides the contact information
contact information for theResponsible forthe City Clerk as the Responsible Authorityand
Authority, Compliance Officers nor various staffas Compliance Officers and Designees.
Designees.
Standing Requests:
CurrentProposed Changes
Allows standing requests.Does not allow standing requests.
Fee Schedule:
CurrentProposed Changes
Sets parameters for what fees may be Establishes fees for copies of regularly requested data.
charged, but does not set a fee schedule This tool will be used by staff and the public toensure
outlining the actual fees.transparency in costs associated with data requests.
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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An anticipated timeline for the approval of the Policy could be:
!February 26: Council will adopt the Policy
!February 27: The Policy becomes effective
Focus on Fridley Strategic Alignment
Vibrant Neighborhoods & Places Community Identity & Relationship Building
Financial Stability & Commercial Prosperity Public Safety & Environmental Stewardship
X Organizational Excellence
Attachments and Other Resources
!City of Fridley Data Practices Policy
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
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DATA PRACTICES POLICY
The Minnesota Government Data Practices Act (MGDPA),and Chapter 12 of the City Charter govern
all data and similar information collected, created, received, maintained, or disseminated by the City
of Fridley (City).
The MGDPA provides that the Citymust maintainall Government Data in a mannerthat makes it
easy for public inspection and access. The MGDPA regulates what information may be collected, who
has access to that information, the duties of government personnel in administering its provisions,
procedures for access to and classifying data, civil penalties for violations and the fees associated
with fulfilling any request for Government Data.
Pursuant to Minnesota Statutes (M.S.) Chapter 13, this Data Practices Policy (Policy) addresses the
requirement for a Public Data Access Policy, Data Subject Rights and Access Policy, Not Public
Data Protection Policy, and Not Public Data Inventory as required by the MGDPA, the Minnesota
Department of Administration and other State agencies.
If you have questions about the information inthis Policy, contact a
at 763-572-3450 or CityClerk@FridleyMN.gov.
Melissa Moore, City Clerk
7071 University Ave., N.E.
Fridley, MN 55432
763-571-3450
Melissa.Moore@FridleyMN.gov
As Responsible Authority, the City Clerkorders the following individuals as data practices
compliance official and designees.
Beth Kondrick, Deputy City Clerk
763-572-3573
Beth.Kondrick@FridleyMN.gov
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Becca Hellegers, Employee Resources Director
763-572-3507
Becca.Hellegers@FridleyMN.gov
Andrew Todd, Lieutenant
(651) 253-4729
Andrew.Todd@FridleyMN.gov
This Policy hereby incorporates by reference and adopts the definitions of M.S. § 13.02 and Minnesota
Rules 1205.0200.
Government Data: all data created, collected, received, maintained, or disseminated by any
of use.
Responsible Authority: City Clerk for the City of Fridley. The duties of the Responsible Authority
include controlling the collection, use and dissemination of government data. The Responsible
Authority is charged with classifying, maintaining and securing City government data; responding to
data requests; resolving disputes related to data; and all other duties set forth in the MGDPA.
Data Practices Compliance Official (DPCO): authorized staff who receive and respond to questions or
concerns about data practices problems, including problems in obtaining access to data the entity
keeps, responsible for responding to questions or concerns regarding the MGDPA.
Designee: any City employee designated by the Responsible Authority to be in charge of individual
files or systems containing government data, and to receive and comply with data requests.
Proof of Identification: Acceptable forms of identification may include, but are not limited to: driver
license, a state-issued ID, a tribal ID, a military ID, a passport, a certified copy of a birth certificate, a
certified copy of a court order or any other form of identification deemed appropriate to verify
identity.
Unless otherwise designated by the MGDPA, other applicable statute, or temporary classification, all
data that is collected, created, received, maintained, or disseminated by the City is presumed to be
public, regardless of format.
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All government data is divided into three general classifications: (1) data on individuals; (2) data not
on individuals; and (3) data on decedents. Each classification has three subcategories that determine
who may access data. In all three classifications, public data is accessible by anyone.
The League of Minnesota Cities developed the following chart for clarity:
Data not
Data on on Data on
Individuals Individuals Decedents Access? Example
Public Public Public Anyone Name on an application
for a license from the
City
Not Public
Private Non-Public Private Data subjects, individuals Social Security Number
with authorization from
the data subject, and
government employees
and officials with a Performance Evaluation
business need to know.
Body Worn Cameras
Confidential Protected Confidential Only government Identity of mandated
Non-Public employees and officials reporter of child abuse
with a business need to or neglect.
know.
Data related to an active
civil or criminal
investigation that would
impede said
investigation.
Audit data on
individuals before final
report.
Body Worn Cameras
External Agencies
Contractors with the City are generally required to comply with the MGDPA. However, the City may
not be in possession of said data. All Contractors will be required to collect, maintain, store and
disseminate data in compliance with this Policy and the MGDPA. Contractors are required to notify
the City Clerk if a request for data is received, but the Contractor will be required to respond to said
request.
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All Government Data, regardless of its format, is presumed to be public, unless the MGDPA or other
applicable law says otherwise. The MGDPA also requires the City to maintain and store Government
Data in a way that makes it easily accessible by members of the public.
Right to Access Public Data
The City cannot require a requester to identify themselves or explain the reason for a data request.
However, depending on how the requester wishes to receive the data, the City may need some
information about the requester. If the requester chooses not to provide any identifying information,
staff will provide them with contact information so they may check on the status of the request. In
addition, if the City does not understand the request and has no way to contact the requester, it will
not be able to process the request.
Requests for Summary Data
Summary data are statistical records or reports created by removing identifying information about
individuals from entirely private or confidential data. The City will create summary data if you request
it in writing and pre-pay for the cost of creating the data.
How to Request Public Data
Follow the instructions in the How to Request Government Data section.
This section of the Policy applies to these people or entities who are the subject of data that is
collected, maintained, and/or disseminated by the City. In the normal course of business, the City
collects, maintains, and disseminates Government Data from members of the public, public and
private entities, its employees, and others who interact with the City. The MGDPA governs the rights
that data subjects have related to the data that the City collects, maintains, and disseminates. The
City has established procedures to assure that all data on individuals is accurate, complete, and
current for the purposes for which it was collected.
Access
Data subjects have the right to inspect, free of charge, any public and private data that the City
maintains about them. If asked, the City will tell you whether data is kept about you and whether that
data are public, private, or confidential. See Classification of Data section above for more information
about the classifications.
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Parents have the right to inspect or get copies of the public and private data that the City collects,
have this same right related to the minors for whom they are appointed as guardian.
Minors have the right to request the City not to give data about them to their parent or legal
guardian, and the City is required to inform a minor of this right. The City does have the authority to
deny such a request based on the minor
request if the data at issue is educational data maintained by an educational agency or institution.
To request data as a data subject, follow the instructions in the How to Request Government Data
section.
Informed Consent - When the City Collects Data
When the City collects data that may be not public, the City must give the data subject a notice,
referred to as a Tennessen Warning. This notice gives a data subject information about why the City
is collecting certain data, what the intended use of that data will be, and limits what the City can do
with the data. The City cannot use or release the data for a purpose other than the purpose for which
it was collected. The City must obtain written permission from a data subject before the City can use
or release the data for any other purposes. This permission is called Release of Information Consent
attached hereto.
Challenging Accuracy and/or Completeness of Data
A data subject has the right to challenge the accuracy and/or completeness of the public and private
data that the City maintains about that data subject. The data subject has the right to appeal any
decision made on a challenge. A parent or guardian has the same rights related to the public or
private data about the minor(s) for whom they are legally responsible.
Requesting access to government data is the same for members of the public and data subjects. To
inspect data or request copies of data that the City maintains, a written request must be submitted
using the Data Request Form. The completed form must be submitted to the City Clerk, or their
designee. Requests may be submitted in-person, mail or email.
The City cannot require a member of the public to provide identifying information or explain the
reason for the data request. However, City staff may ask for identification information to (1) verify
whether a requester is the subject of the requested data, or has authorized access, in order to access
private or nonpublic data or (2) to obtain sufficient information for mailing the requested data (via
U.S. Mail or electronic transmission).
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For private data, the City Clerk, or their designee, may require proof of identification before
responding to the data request pursuant to M.S. § 13.05 subd. 12. If you are requesting data about
your minor child, you must show proof that you are the
you must show legal documentation of your guardianship. If you do not provide proof that you are
the data subject or have authorized access, we cannot respond to your request. Staff may request
proof of identification be provided in-person.
the City will not be able to process the data request.
How the City Will Respond to a Data Request
Upon receiving a request, the City Clerk or their designee will process the request. If the City does
not have the data being requested, the requester will be notified as soon as reasonably possible. If
the City does have the data being requested, but the data is not available to the public, it will notify
the requester as soon as reasonably possible and cite the specific statute(s) that classify any such
data.
If the City has the data that is requested and the data are public, the City Clerk or their designee will
respond to the request appropriately and within a reasonable amount of time by doing one of the
following:
1.!Arrange a date, time, and place to inspect data, for free, if the requester wishes to inspect the
data;
2.!Provide the requester with paper copies of the data if requested (a mailing address may be
required if the requester asks for any data be mailed); or
3.!Digitally transmit requested data to the requester.
Following our response:
1.!If the requester does not make arrangement within 14 business days to inspect the data or
pay for copies, the City will conclude the requester no longer wants the data and will consider
the request closed.
The MGDPA does not require the City to create or collect new data in response to a data request or
to provide data in a specific form or arrangement if the City does not keep the data in that form or
arrangement. In addition, the MGDPA does not require the City to answer questions that are not
requests for data.
If the requester is the data subject, the City must respond within 10 business days of the request,
excluding Saturdays, Sundays and City holidays. If the requester is not the subject of the data, the
City must respond in an appropriate and prompt manner, which is within a reasonable amount of
time depending on the nature and extent of the request. The City Clerk, or their designee, will
communicate with the requester regarding the nature of the request and what an appropriate
response time may be.
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Standing Requests
The City will not accept standing requests for data. The City will require the requester to complete a
new Data Practices Request Form to initiate a new request.
The public has the right to look at (inspect), free of charge, all public data .
The MGDPA provides that, if a person requests copies or electronic transmittal of data, the City Clerk,
or their designee, may require the requester to pay a fee, which will be calculated using one of the
methods below. Regardless of which method is used, the City may not charge for separating public
data from not public data.
The City Clerk may, through administrative policy, may choose to not charge for requests up to $5,
which may be revised not more than annually. Prepayment for copies is required.
Fee Calculation Method No. 1: 100 or Fewer Paper Copies
If 100 or fewer pages of black and white, letter or legal-size paper copies are requested, the City will
charge a per-page fee of not more than 25 cents for each page copied (50 cents for a two-sided
copy). The City is authorized to charge only the per-page fee. This provision will not be interpreted
to permit division of a single request into requests for copies of fewer than 100 pages in order to
avoid charging a fee based on the actual costs of providing copies.
Fees for data subjects will be calculated using Method No. 2.
Fee Calculation Method No. 2: Actual Cost
For more than 100 paper copies or other modes of sharing of data the City may charge the actual
cost for an employee to search for and retrieve the data (charged in 15 minute increments). The City
will not charge a minimum fee but reserves the right to calculate the cost to respond to the request.
The City may not assess a fee for labor costs (e.g., wages, benefits) that exceed those of the lowest-
paid employee who could complete the task(s) performed.
Goods and services that will be charged to a requester:
!Employee time to search for and retrieve data for copying (Entities cannot charge search for
and retrieval time when the requester is the data subject)
!Cost of media (paper, CD ROMs, DVDs, USBs, etc.)
!Mailing costs
!Staff time to prepare copies
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!Costs of reproduction that cannot be done by the entity, such as photographs
Services that cannot be charged to a requester:
!Employee time to separate public from not public data (i.e., redaction)
!Operating expenses of a copier, such as electricity, wear and tear, etc.
!Costs not related to copying, such as preparing a fax cover sheet, invoice, etc.
!Sorting, reviewing, or verifying accuracy if not necessary for copying
!Sales tax or accounting functions
!Costs related to inspection.
Fee Schedule
Fee Calculation Method No. 1: 100 or Fewer Paper Copies (Data Subjects are exempt)
Charge Type Fee
100 paper copies or fewer $0.25/page or $0.50 for a two-sided copy.
This charge is a flat rate; the City cannot add Not applicable to Data Subjects.
on any additional charges, such as cost of
employee times postage or paper.
Fee Calculation Method No. 2: Actual Cost
Charge Type Fee
Hourly Rate (charged in 15-minute increments) Standard fee: $35/hour
Least paid capable employee to retrieve and
Not applicable to Data Subjects.!
copy data.
Postage Market rate for postage
Digital Evidence (ex. Body Worn Camera, $35/incident
Squad Video, etc.) via Downloadable Link
Flat fee that includes employee time
CD/DVD $1/disk
Printing Cost - Black and White $0.06/page
Printing Costs - Color $0.25/page
External Storage Device To be determined (actual cost of device)
Certification Service $5/instance
Photo prints Photos will be printed on standard copy paper.
See Printing Costs.
Special & vendor costs To be determined. Requester will be notified
before costs accrued.
Costs necessary to produce from machine-
based record keeping systems, such as
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microfilm systems and/or costs incurred by
requiring vendor to fulfill said request
Requests for Summary Data
Pursuant to M.S. § 13.05, subd. 7, the City may contract with an outside entity to prepare summary
data. All rules and regulations for hiring such an outside entity will be followed according to
Minnesota Rules (M.R.) 1205.0700. Any costs incurred in the preparation of summary data will be
borne by the requesting party. The City will communicate with the requester and follow all directives
for calculating fees found in Minnesota Rules Part 1205.0300.
The MGDPA requires the City prepare a data inventory which describes all not public data on
individuals and which employees have access to said data. This policy also indicates when the City
can share not public data and penalties for unlawfully accessing not public data.
Employee Access to Information
M.S. § 13.05, subd. 5, requires the City to identify the employees who have access to not public data.
The City has met this requirement by incorporating employee access listed in the Not Public Data
IPolicy limits access to not public data
to employees and their supervisors whose work assignment reasonably requires access to the data.
In the event of a temporary duty as assigned by a manager or supervisor, an employee may access
certain not public data, for as long as the work is assigned to the employee.
In addition to the employees listed in the Not Public Data Inventory, the City Clerk, their designee(s),
the DPCOs, the City Manager, the City Attorney, and the Information Technology Manager and their
applicable deputies and assistants may have access to all not public data maintained by the City, or
a Department Director for not public data maintained by their respective department. Any access to
not public data will be strictly limited to the data necessary to complete the work assignment.
Data Sharing with Authorized Entities or Individuals
State or Federal law may authorize the sharing of not public data in specific circumstances. Not public
data may be shared with another entity if a State or Federal law or regulation allows or mandates it.
Individuals will have notice of any sharing in applicable informed consent through a release of
information provided by the City. Any sharing of not public data will be strictly limited to the data
necessary or required to comply with the applicable law.
Ensuring Not Public Data Are Not Accessed Without a Work Assignment
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Within the City, departments may assign tasks by employee or by job classification. Each department
shall ensure that all not public data are secure and are only made available to employees with a valid
work reason to access the data in accordance with this Policy and applicable law. This Policy also
applies to departments that share workspaces with other departments within the City where not
public data are maintained.
Recommended actions for ensuring appropriate access include:
!Assigning appropriate security roles, limiting access to appropriate shared network drives,
implementing password protections for not public electronic data;
!Password protecting employee computers and locking computers before leaving
workstations;
!Discussing not public data only with authorized personnel and ensuring such conversations
are not audible to unauthorized parties;
!Securing not public data within locked workspaces and in locked file cabinets; and
!Shredding not public documents before disposing of them.
Penalties for Unlawfully Accessing Not Public Data
The City will utilize penalties for unlawful access to not public data as provided for in M.S. § 13.09, if
necessary. Any employee unlawfully accessing not public data or violating applicable sections of this
Policy or applicable laws may be subject to disciplinary action, up to and including involuntary
termination. The City may also refer such violations to the appropriate authorities, which may pursue
other legal actions.
Not Public Data Inventory
Pursuant to M.S. § 13.025 the City has compiled a list of all not public data that is collected and
who have access to each not public data item.
Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
City Applications for Private M.S. 13.601 City Manager, Assistant
Commission appointment to the City Manager,
and Staff Liaison, City Clerk,
Committee Deputy City Clerk
Appointment
Files
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City Update from the Private/Non-Various City Manager, Assistant
City Manager to public/Confideto the City Manager
Report members of the City ntial
Council that
contains data other
than public
Federal Agreements, Private/Non-M.S. 13.35 City Manager, Assistant
Contracts t contracts Public to the City Manager,
Finance Director,
Assistant Finance
Director
Civil Legal Pending or ongoing Protected Non-M.S. 13.39 City Manager, Assistant
Action civil legal case files Public to the City Manager, City
and work product Clerk, City Attorney, and
certain employees on an
as needed basis as part
of a specific work
assignment.
Absentee Application Private M.S. 13.37 City Clerk, Deputy City
Ballot submitted to receive M.S. 203B.04 Clerk, Assistant to the
Application an Absentee Ballot City Manager, Absentee
(contains social Ballot Board
security number)
Ballots Sealed absentee Private M.S. 13.37, subd. 2 City Clerk, Deputy City
ballots, voted and Clerk, Assistant to the
rejected ballots City Manager, Absentee
Ballot Board
Data Responsible Private Response could be City Manager,
Practices Authority/designee private depending Responsible Authority,
Responses responses to written on the data Data Practices
requests pursuant to requested. Various Compliance Official, City
the Minnesota statutes could apply. Clerk, Deputy City Clerk,
Government Data and certain employees
Practices Act on an as needed basis as
part of a specific work
assignment.
Community Development Department Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
Applications Permit applications Private M.S. 13.37 City Manager,
and summary data Community
includes building Development Director,
permits and business Planning Manager,
permits (can contain Building Official, Building
security data) Inspector, Associate
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Planner, Permit and
Licensing Coordinator,
Public Works Director,
Administrative Assistant,
City Engineer, Assistant
City Engineer
Building Copyrighted Private M.S. 13.37 subd. 1b City Manager,
Plans architectural, design Non-Public Community
Commercial specifications; Development Director,
and Structural and utility Planning Manager,
Industrial plans, security plans Building Official, Building
and trademark Inspector, Associate
information (can Planner, Permit and
contain security data) Licensing Coordinator,
HRA Assistant Executive
Director, Public Works
Director, City Engineer,
Assistant City Engineer,
Public Works Utilities
Staff, City Forester,
Environmental Planner,
and certain employees
on an as needed basis as
part of a specific work
assignment.
Building Copyrighted Private M.S. 13.37 City Manager,
Plans architectural, design Non-Public Community
Residential specifications, Development Director,
structural and utility Planning Manager,
plans Building Official, Building
Inspector, Associate
Planner, Permit and
Licensing Coordinator,
Public Works Director,
City Engineer, Assistant
City Engineer, Utilities
Staff, City Forester,
Environmental Planner,
and certain employees
on an as needed basis as
part of a specific work
assignment.
Business License applications Private M.S. 13.37 City Manager,
Licensing and summary data Community
Applications Development Director,
Planning Manager,
Building Official, Building
Inspector, Associate
Planner, Permit and
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Licensing Coordinator,
City Clerk, Deputy City
Clerk
Grant Annual breakdown of Private M.S. 13.462 City Manager,
Application city applications and Community
and Loans supporting materials Development Director,
or services HRA Director, HRA
Assistant Executive
Director, Planning
Manager, Associate
Planner, Environmental
Planner, Code
Enforcement Inspector,
Rental Inspector
HRA Project Rent rolls, schedules, Private M.S. 13.46; City Manager,
Management tenant income M.S. 13.462; Community
and Rental related to Title II M.S. 13.585 Development Director,
Agreements HRA Director, HRA
Assistant Executive
Director, Planning
Manager, Associate
Planner, Environmental
Planner, Code
Enforcement Inspector,
Rental Inspector
Nuisance Complaints from Confidential M.S. 13.44 City Manager,
Complaints citizens about the Community
use of real property Development Director,
HRA Director, HRA
Assistant Executive
Director, Planning
Manager, Associate
Planner, Environmental
Planner, Code
Enforcement Inspector,
Rental Inspector, Public
Works Director,
Administrative Assistant,
City Engineer, Assistant
City Engineer, and certain
employees on an as
needed basis as part of a
specific work assignment.
Property Purchase valuation Confidential M.S. 13.44; City Manager, City Clerk,
Acquisition data, agreements, Protected Non-M.S. 13.585 Deputy City Clerk,
property data Public Community
includes real Nonpublic Development Director,
property appraisal HRA Director, HRA
information Assistant Executive
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Director, Planning
Manager, Associate
Planner, Environmental
Planner, Code
Enforcement Inspector,
Rental Inspector, Public
Works Director, City
Engineer, Assistant City
Engineer, Administrative
Assistant
Rental License applications Private M.S. 13.37 City Manager,
Licensing and summary data Community
Applications Development Director,
Rental Housing Manager,
Rental Inspector,
Planning Manager,
Associate Planner, Code
Enforcement Inspector,
Building Official, Building
Inspector, Permit and
Licensing Coordinator,
Community
Development Office
Coordinator
Employee Resources Department Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
I-9 Employee Verification of Private M.S. 13.43 City Manager, Employee
Eligibility status of citizenship Resources Director,
Verification or naturalization Employee Resources
Specialist, Administrative
Assistant
Affirmative Sexual harassment Private M.S. 13.39; City Manager, Employee
Action Files and discrimination; Confidential M.S. 13.43 Resources Director,
Supplemental Employee Resources
personnel data Specialist, Administrative
from job Assistant
application;
Copies of reports
sent to Human
Rights Commission
Applications Applications, Private M.S. 13.43 City Manager, Employee
for Persons on resumes, letters of Resources Director,
Eligibility recommendation, Employee Resources
List/Register police background Specialist, Administrative
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investigations, etc. Assistant, Insurance and
If hired, application Payroll Coordinator, Public
becomes part of Safety Director, Deputy
personnel file. Director of Public Safety,
Administrative Assistant,
Public Works Director,
Finance Director, Community
Development Director, and
certain employees on an as
needed basis as part of a
specific work assignment.
Benefit Private M.S. 13.43 City Manager, Employee
Enrollment medical, dental, Resources Director,
Forms deferred Employee Resources
compensation, etc. Specialist, Administrative
election forms Assistant, Insurance and
Payroll Coordinator
Department of Complaints, alleged Private M.S. 13.79 City Manager, Employee
Labor violations of FLSA Resources Director,
Employee Resources
Specialist, Administrative
Assistant, Finance Director
Drug and Includes Private M.S. 13.43 City Manager, Employee
Alcohol Resources Director,
Testing licenses, controlled Employee Resources
Results substance test Specialist, Administrative
Assistant
evaluations, pre-
placement drug
test results
Employee Information relating Private M.S. 13.43 City Manager, Employee
Medical to the health status Resources Director,
Records of an employee Employee Resources
which is made or Specialist, Administrative
maintained by a Assistant
physician, nurse or
other health care
personnel
Examination Completed exams Private M.S. 13.43 City Manager, Public Safety
File administered to Director, Deputy Director of
applicants & Public Safety, Employee
promotional exams Resources Director,
administered to Employee Resources
employees Specialist, Administrative
Assistant, Public Works
Director, Finance Director,
Community Development
Director, and certain
employees on an as needed
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basis as part of a specific
work assignment.
Family Employee Private M.S. 13.43 City Manager, Employee
Medical Leave application Resources Director,
Document information for Employee Resources
family medical Specialist, Administrative
leave Assistant, Public Safety
Director, Director of Public
Works, Finance Director,
Community Development
Director, and certain
employees on an as needed
basis as part of a specific
work assignment.
First Report of Claims for injuries, Private M.S. 13.43 City Manager, Assistant to
Injury injury report, the City Manager, Employee
Resources Director,
Employee Resources
Specialist, Administrative
Assistant, applicable
supervisor(s), Finance
Director, Insurance and
Payroll Coordinator
Grievance Files Formal written Private M.S. 13.43 City Manager, Employee
employee Resources Director,
grievance and/or Employee Resources
complaint filed Specialist, Administrative
under a labor Assistant, Public Safety
agreement or Director, Public Works
personnel rules and Director, Finance Director,
received by the city. Community Development
Director, and certain
employees on an as needed
basis as part of a specific
work assignment.
Infectious Files on each Private M.S. 13.43 City Manager, Employee
Disease & employee dealing Resources Director,
Occupational with safety & Employee Resources
Exposure Files training on diseases Specialist, Administrative
such as hepatitis Assistant, Public Safety
and AIDS. (not in Director, Public Safety Office
personnel file) Coordinator, Public Works
Director, Finance Director,
Community Development
Director, and certain
employees on an as needed
basis as part of a specific
work assignment.
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Long Term Claims filed by Private M.S. 13.43 City Manager, Finance
Disability employee for a Director, Assistant Finance
long-term disability Director, Insurance and
insurance program Payroll Coordinator,
Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant
OSHA Reports Incident Reports Private M.S. 13.43; OSH Act City Manager, Employee
and Annual of 1970 Resources Director,
Summary or any Employee Resources
information Specialist, Administrative
concerning Assistant, Assistant to the
employee exposure City Manager
to toxic substances
or harmful physical
agents.
Personnel Applications, Public M.S. 13.43; City Manager, Employee
Data and File references, Private M.S. 179A.03 subd. 4 Resources Director,
performance Employee Resources
evaluations, job Specialist, Administrative
performance Assistant, Public Safety
appeals, job Director, Public Works
descriptions, Director, Finance Director,
reprimands, Community Development
resignation letters, Director, and certain
exit interviews, etc. employees on an as needed
on employees, basis as part of a specific
volunteers, work assignment.
independent
contractors; labor
relations
information
Recruitment Records relating to Public M.S. 13.43 City Manager, Employee
Files posting, Private Resources Director,
recruitment, Employee Resources
selection and Specialist, Administrative
appointment to Assistant, Insurance and
each city position. Payroll Coordinator, Public
Safety Director, Public Works
Director, Finance Director,
Community Development
Director, and certain
employees on an as needed
basis as part of a specific
work assignment.
Retirement PERA forms, Private M.S. 13.63 City Manager, Employee
Data applications, Resources Director,
beneficiaries, Employee Resources
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addresses, DOB, Specialist, Administrative
direct dep., tax Assistant, Insurance and
withholding Payroll Coordinator
Salary benefit Surveys from Non-public M.S. 13.435 City Manager, Employee
surveys consulting firms, Resources Director,
non-profits, Employee Resources
associations or Specialist, Finance Director
other employers
Short Term Claims filed by Private M.S. 13.43 City Manager, Finance
Disability employee for a Director, Assistant Finance
short-term Director, Insurance and
disability Insurance Payroll Coordinator,
Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant
Social Security Social Security Private M.S. 13.355 City Manager, Employee
Numbers numbers Resources Director,
Employee Resources
Specialist, Administrative
Assistant, Assistant to the
City Manager, Finance
Director, Insurance and
Payroll Coordinator
Undercover Application or Private M.S. 13.43 subd. 5 City Manager, Public Safety
law assignment Director, Public Safety Office
enforcement Coordinator, Employee
assignment Resources Director
UnemploymenClaim and Private M.S. 13.43 City Manager, Employee
t Claims or compensation Resources Director,
Compensation information for Employee Resources
unemployment Specialist, Insurance and
Payroll Coordinator,
Administrative Assistant
Wage Letters, Private M.S. 13.43 City Manager, Employee
Assignments correspondence Resources Director,
(Garnishment) Employee Resources
Specialist, Insurance and
Payroll Coordinator,
Administrative Assistant,
Public Safety Director, Public
Works Director, Finance
Director, Community
Development Director, and
certain employees on an as
needed basis as part of a
specific work assignment.
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Workers Claims for injuries, Private M.S. 13.43; M.S. City Manager, City Manager,
Compensation injury reports and 176.231 Assistant to the City
Claims correspondence. Manager, Finance Director,
Assistant Finance Director,
Insurance and Payroll
Coordinator, Employee
Resources Director,
Employee Resources
Specialist, Administrative
Assistant
Finance Department Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
Special Information for Private M.S. 13.51 subd. 2; City Manager, Finance
Assessment verifications of Non-Public M.S. 13.52 Director, City Assessor,
Deferment income, ownership, Accounting Specialist
Application etc.
Discovery Written or electronic Private M.S. 13.39 City Manager, Finance
Responses responses to Director, City Assessor
from Tax interrogatories
Court
Petitioners
Bond and Information Private M.S. 475.55 City Manager, Finance
Interest pertaining to bond Non-Public Director, Assistant Finance
Coupon Director, Senior Accountant
Register
Audit Reports Reports based on Non-Public M.S. 13.392; 13.37, City Manager, Finance
External private companies subd. 2 Director, Assistant Finance
for the review of tax Director, Senior Accountant,
payments Accounting Specialist
Audit Reports Draft reports based Non-Public M.S. 13.392 City Manager, Finance
Internal Private Director, Assistant Finance
internal operations Director, Senior Accountant,
Accounting Specialist
Automatic Completed form and Private M.S. 13.37 City Manager, Finance
Payment Plan supporting Director, Assistant Finance
Authorization document allowing Director, Accounting
Form for automatic Specialist, Utility Billing Clerk
payment
Checks Checks received Private M.S. 13.37 (to the City Manager, Finance
(Accounts from customers extent they include Director, Assistant Finance
Receivable) submitted checking account Director, Insurance and
electronically to numbers) Payroll Coordinator
financial institution
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Credit Card Merchant copy of Private M.S. 13.37 City Manager, Finance
Receipts credit card receipts Director, Assistant Finance
Director, Senior Accountant,
Customer Service
Representative, Utility Billing
Clerk
Grants Miscellaneous grant Nonpublic M.S. 13.35; City Manager, Finance
programs and M.S. 13.599 Director, Assistant Finance
stipulations Director, Senior Accountant
Unclaimed Includes checks not Private M.S. 13.37 City Manager, Finance
Property cashed Director, Assistant Finance
Records (Sent Director, Senior Accountant
to State)
Claims Claims that are filed Private M.S. 13.43; City Manager, Finance
by or against the M.S. 13.37 Director, Assistant Finance
city. Director, Insurance and
Payroll Coordinator
Payroll Forms Change Form, Private M.S. 13.43 City Manager, Finance
Garnishments, Director, Assistant Finance
Pension and Director, Insurance and
Retirement Reports, Payroll Coordinator, Director,
PERA Reports, Time Employee Resources,
Sheets, Vacation & Employee Resources
Leave Requests, W-Specialist, Administrative
2, W-3, W-4, 1099. Assistant
Payroll Payroll history, Private M.S. 13.43 City Manager, Finance
Reports payroll journal, Director, Assistant Finance
payroll ledger, state Director, Insurance and
withholding, federal Payroll Coordinator,
withholding and Employee Resources
FICA Reports Director, Employee
Resources Specialist,
Administrative Assistant
UnemploymeClaim and Private M.S. 13.43 City Manager, Finance
nt Claims or compensation Director, Assistant Finance
Compensatioinformation for Director, Insurance and
n unemployment Payroll Coordinator,
Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant
Wage Letters, Private M.S. 13.43, subd. 4 City Manager, Finance
Assignments correspondence Director, Assistant Finance
Director, Insurance and
Payroll Coordinator,
Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant
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Parks and Recreation Department Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
Commissioner Applications, name, Non-Public M.S. 13.601 City Manager,
Files address, history, Parks and Recreation
veteran status, Director, Recreation Division
telephone number, Manager, Springbrook
employment history, Nature Center Manager,
volunteer work, Customer Service
awards, honors, Representatives, Assistant to
complaints, charges the City Manager
Exhibitor Data Registration forms, Private M.S. 13.548 subd. 3 City Manager, Parks and
contact information, Recreation Director,
business data Recreation Division
Manager, Springbrook
Nature Center Manager,
Customer Service
Representatives, Public
Works Director, Public
Works Parks and Facility
Managers, and certain
employees on an as needed
basis as part of a specific
work assignment.
Facility Usage Application, event Non-Public M.S. 13.548 subd. 1 City Manager, Parks and
details, terms of Recreation Director,
rentals, responses Recreation Division
for the purposes of Manager, Springbrook
enrolling individuals Nature Center Manager,
into recreational or Customer Service
other social Representatives,
programs Administrative Assistant,
Program Coordinators,
Public Works Director, Public
Works Parks and Facility
Managers, and certain
employees on an as needed
basis as part of a specific
work assignment.
Fee Waiver Information about Private M.S. 13.548 City Manager, Parks and
Sheets low-income Recreation Director,
participants Recreation Division
Manager, Recreation
Coordinator, Springbrook
Nature Center Manager,
Administrative Assistant,
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Customer Service
Representatives
Grants Applications Non-Public M.S. 13.599 City Manager, Parks and
until published Recreation Director,
Recreation Division
Manager, Recreation
Coordinator, City Clerk,
Deputy City Clerk,
Springbrook Nature Center
Manager, Customer Service
Representatives, Public
Works Director, City
Engineer, Assistant City
Engineer, Engineering
Technician, Public Works
Managers, Public Works
Administrative Assistant,
Environmental Planner
Mailing Lists A list of program Private M.S. 13.548 City Manager, Parks and
participants Recreation Director,
Recreation Division
Manager, Recreation
Coordinator, Springbrook
Nature Center Manager,
Customer Service
Representatives,
Administrative Assistant
Private Donor Solicitation letters, Private and M.S. 13.792 City Manager, Parks and
Gift Data proposals, pledge Non-Public Recreation Director,
cards Recreation Division
Manager, Springbrook
Nature Center Manager,
Customer Service
Representatives,
Administrative Assistant
Registration Registration forms Public M.S. 13.548 City Manager, Parks and
Forms and completed by Private Recreation Director,
Registration participants or on Recreation Division
Program behalf of participant Manager, Recreation
Account Coordinator, Springbrook
Information Nature Center Manager,
Customer Service
Representatives,
Administrative Assistant
Scholarships Names, applications, Private M.S. 13.548 City Manager, Parks and
amounts, income Recreation Director,
Recreation Division
Manager, Springbrook
Nature Center Manager,
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Customer Service
Representatives,
Administrative Assistant
Lodging Tax List of taxpayer Non-Public M.S. 13.495 City Manager, Parks and
Data identification data, Recreation Director,
collected Communications Manager,
Finance Director, Assistant
Finance Director, Accountant
Mailing Lists A list of participants Private M.S. 13.548 City Manager, Parks and
Recreation Director,
Communications Manager,
and certain employees on an
as needed basis as part of a
specific work assignment.
Public Safety Department Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
Arson Reports Information Confidential M.S. 13.82 subd. 7; Director Public Safety,
and pertaining to arson M.S. 13.83 Deputy Director of Public
Investigations Safety, Deputy Director/Fire
Chief, Fire Marshall, Office
Coordinator, and certain
employees on an as needed
basis as part of a specific
work assignment.
Fire Relief Financial records Private M.S. 13.43 Public Safety Director,
Association Deputy Director of Public
Safety, Deputy Director/Fire
Chief, Fire Inspector, Director
of Finance, Assistant Director
of Finance
Voluntary Obtains permission Confidential M.S. 13.82 Public Safety Director, Safety,
Permission to seize evidence until Deputy Director of Public
and Consent for determining investigation is Safety, Deputy Director/Fire
to Search and origin of fire. closed. Chief, Fire Marshall, all full-
Seize time and part-time Fire
Department staff
911 Audio recordings Private M.S. 13.82 subd. 4 Public Safety Director,
Recordings Deputy Director of Public
Safety, Supervisors,
Detectives, Police
Technicians, and certain
employees on an as needed
basis as part of a specific
work assignment.
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Arrest and Audio and video Private M.S. 13.82 subd. 4 Public Safety Director,
Charge recording Confidential and 7; M.S. 13.825 Deputy Director of Public
determined to have Safety, Supervisors,
evidentiary value Detectives, responding
where suspects officer(s), Police Technicians,
have been arrested, and certain employees on an
issued citations as needed basis as part of a
and/or a report has specific work assignment.
been forwarded to
the prosecutor for a
charging decision.
Background Local records check Non-Public M.S. 13.43 subd. 12; Public Safety Director,
Check on individual (i.e., M.S. 626.87 Deputy Director of Public
employment, Safety, Administrative
adoptions). Sergeant, Supervisors,
Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant
Body Worn Video and/or audio Non-Public M.S. 13.825 Public Safety Director,
Camera captured on Police Deputy Director of Public
Footage body worn cameras Safety, Supervisors,
Detectives, responding
officer, Police Technicians,
and certain employees on an
as needed basis as part of a
specific work assignment.
Case Investigative data, Private M.S. 13.82, subd. 7, Public Safety Director,
Files/Offense photographs, Confidential 8, 9, 10, 11 and 17 Deputy Director of Public
Reports Adult videos, witness Safety, Supervisors,
statements Detectives, responding
officer(s), Police Technicians,
and certain employees on an
as needed basis as part of a
specific work assignment.
Case Includes Non-Public M.S. 13.82 Public Safety Director,
Files/Offense Private Deputy Director of Public
Reports - date of birth, time Confidential Safety, Supervisors,
Juvenile of occurrence, and Detectives, responding
place of action, officer, Police Technicians,
description of what and certain employees on an
happened, location, as needed basis as part of a
whether any specific work assignment.
weapons were
used, and other
pertinent data.
Certification State form PA-1 Public/Private M.S. 13.43 City Manager, Public Safety
for Peace Director, Deputy Director of
Officer for Public Safety, Finance
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State Aid Director, Employee
Application Resources Director,
Insurance and Payroll
Coordinator
Death Any case file or any Private M.S. 13.82, subd. 7 Public Safety Director,
Investigation investigation Deputy Director of Public
involving a death. Safety, Supervisors,
Detectives, and certain
employees on an as needed
basis as part of a specific
work assignment.
Department Information Private M.S. 13.43 Public Safety Director,
Payroll and collected by Police Deputy Director of Public
Leave Division before Safety, Command Staff,
Information sending to payroll. Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant
Dictated and Audio recordings of Private M.S. 1382, subd. 7; Public Safety Director,
Audio M.S. 260B.171 Deputy Director of Public
Recorded transcribed into Safety, Detectives, Police
Reports written report. Technicians
Digital Statements taken Private M.S. 13.82; subd. 7; Public Safety Director,
Transcription from victims, M.S. 206B.171 Deputy Director of Public
System witnesses, suspects, Safety, Detectives, Police
Recording et. al. Technicians
E-Reports Field copy of police Public/Private M.S. 13.82 Public Safety Director,
Officer report Deputy Director of Public
Reports Safety, Supervisors,
Detectives, responding
officer(s), Police Technicians,
and certain employees on an
as needed basis as part of a
specific work assignment.
Emergency Emergency Public/Private M.S. 13.37 City Manager, Public Safety
Plan Operations Plan Director, Deputy Director of
Public Safety, Supervisors,
Public Works Director, City
Engineer, Assistant City
Engineer, Communications
Manager, Public Works
Managers, Public Works
Lead, and certain employees
on an as needed basis as
part of a specific work
assignment.
Evidence/PropeProperty which has Public/Private M.S. 13.82 Public Safety Director,
rty Logs and been found, Deputy Director of Public
Safety, Evidence Clerk
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Inventory confiscated, seized,
Reports etc.
Expunged Case file, which Private M.S. 609A.01 Public Safety Director,
Records may include ticket, Confidential Deputy Director of Public
arrest report, legal Safety, Administrative
documents, photos, Sergeant, Police Technician
etc. and Notice of
Expungement.
Fingerprint Sworn officers and Private M.S. 13.43 Public Safety Director,
Cards police personnel; Deputy Director of Public
janitors or persons Safety, Office Coordinator
accessing secured
areas without
supervision.
Firearm Includes application Private M.S. 13.87 Public Safety Director,
Application to purchase a copy Deputy Director of Public
Permits/Transfof the firearm Safety, Police Technician
ers permit to carry.
Fridley Applications for Non-Public M.S. 13.43 Public Safety Director,
Municipal security access to Deputy Director of Public
Building City facilities Safety, Administrative
Security Sergeant
Card/Key
Authorization
Fridley Police Financial records Private M.S. 13.43 Public Safety Director,
Association and membership Deputy Director of Public
Records fees Safety, Association Treasure
Homicides Audio and video Confidential M.S. 13.82, subd. 7 Public Safety Director,
recordings Deputy Director of Public
containing Safety, Supervisors,
information Detectives, responding
regarding any officer(s), Police Technicians,
homicides and certain employees on an
as needed basis as part of a
specific work assignment.
Incident First record of all Private M.S. 13.80; M.S. Public Safety Director,
Reports calls for service or Confidential 13.82 subd. 7; M.S. Deputy Director of Public
reports of offenses 260B.171 Safety, Supervisors,
received. In part Detectives, responding
not public officer(s), Police Technicians,
and certain employees on an
as needed basis as part of a
specific work assignment.
Internal Audio and video Private M.S. 13.39; M.S. Public Safety Director,
Investigations recording Confidential 13.43, subd. 4, 8, 11, Deputy Director of Public
determined to have 12, 15; 13.82, subd. 7 Safety, Investigations
evidentiary value in Lieutenant
any internal
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investigation; case
files and reports
Interviews Determined to have Confidential M.S. 13.82 Public Safety Director,
Audio and evidentiary value. Deputy Director of Public
Video (All audio tapes will Safety, Supervisors,
Recordings be transcribed and Detectives, responding
a copy of the officer(s), Police Technicians,
transcription will be and certain employees on an
kept with the case as needed basis as part of a
file. specific work assignment.
Intoxilyzer Original record Private M.S. 13.82 subd. 6 Public Safety Director,
Test Results maintained by the Confidential Deputy Director of Public
BCA. Department Safety, Supervisors,
copy retained in Detectives, Police
accordance with Technicians, and certain
the item they employees on an as needed
related to (i.e., case basis as part of a specific
file or arrest report). work assignment.
Holding Cell Private M.S. 13.82; subd. 7 Public Safety Director,
Inspection Deputy Director of Public
Record Safety, Supervisors,
Detectives, Police
Technicians, Patrol
Lieutenant
Master Name Adult Private M.S. 13.82, subd 7, 8, Public Safety Director,
File Confidential 9, 10, 11 and 17 Deputy Director of Public
Safety, Police Technician,
Administrative Sergeant
Master Name Juvenile Private M.S. 13.82, subd 2, 7 Public Safety Director,
File Confidential and 17 M.S. Deputy Director of Public
260B.171 Safety, Police Technician,
Administrative Sergeant
Officer Interviewed, no Non-Public M.S. 13.43 Public Safety Director,
Candidate background Deputy Director of Public
Application investigation Safety, Employee Resources
Director, Employee
Resources Specialist,
Administrative Assistant,
Background Investigator,
Office Coordinator
Officer Investigation, not Non-Public M.S. 13.43 Public Safety Director,
Candidates hired Deputy Director of Public
Background Safety, Employee Resources
Director, Employee
Resources Specialist,
Employee Resources
Background Investigator,
Office Coordinator
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Officer Investigation, hired Non-Public M.S. 13.43 Public Safety Director,
Candidates Deputy Director of Public
Background Safety, Employee Resources
Director, Employee
Resources Specialist,
Employee Resources
Background Investigator,
Office Coordinator
Pawn Shop Private M.S. 13.82 subd. 27 Public Safety Director,
Records Deputy Director of Public
Safety, Detectives, Police
Technicians
Photographs/ Private M.S. 13.82, subd. 7 Public Safety Director,
Negatives or Deputy Director of Public
Digital Discs Safety, Police Technicians,
Administrative Sergeant
Police Criminal history or Private M.S. 13.87 Public Safety Director,
Clearance individual within Deputy Director of Public
Letters jurisdiction. Safety, Administrative
Sergeant, Police Technicians
Prisoner Private M.S. 13.85 Public Safety Director,
Property Deputy Director of Public
Receipts Safety, Patrol Lieutenant
Roll Call Briefing Private M.S. 13.82, subd. 7 Public Safety Director,
Information information for Deputy Director of Public
department Safety, Supervisors,
Detectives, Police
Technicians, and certain
employees on an as needed
basis as part of a specific
work assignment.
Security Door Electronic report Non-Public M.S. 13.37 Public Safety Director,
Transaction identifying Deputy Director of Public
transactions Safety, Administrative
Sergeant, Office Coordinator,
and certain employees on an
as needed basis as part of a
specific work assignment.
Taped Audio/video/digital Private M.S. 13.82, subd. 7; Public Safety Director,
Interviews (no recordings M.S. 206B.171 Deputy Director of Public
suspects) determined to have Safety, Supervisors,
evidentiary value Detectives, and certain
where no suspects employees on an as needed
have been basis as part of a specific
developed, and/or work assignment.
no individuals have
been formally
charged.
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Training Staff Private identifying Public/Private M.S. 13.43, subd. 4 Public Safety Director,
Files information Deputy Director of Public
(address, dare of Safety, designated
birth, partial social supervisor, Employee
security number) Resources Director,
Employee Resources
Specialist, Administrative
Assistant, Office Coordinator
Use of Force Audio, video and Private M.S. 13.39; M.S. Public Safety Director,
digital recordings Confidential 13.43; M.S. 13.82; Deputy Director of Public
containing subd. 7 Safety, Supervisors,
information of any responding officer(s)
incident where
force was used and
supervisory review
is not yet
completed
according to
department policy.
Validation/Err Private M.S. 13.82 Public Safety Director,
or Deputy Director of Public
Integrity Safety, Police Technicians,
Reports Administrative Sergeant
Validation Regarding stolen Private, M.S. 13.82 subd. 20 Public Safety Director,
Report property Non-Public Deputy Director of Public
Safety, Administrative
Sergeant, Police Technicians,
and certain employees on an
as needed basis as part of a
specific work assignment.
Videotape of Private M.S. 13.85 Public Safety Director, Deputy
Holding Cell Director of Public Safety,
Supervisors, Detectives, Police
Technicians
Public Works Department Not Public Data Inventory
Name of Description Data Citation for Employee Work Access
Record Classification Classification
Bids, RFP and bid Non-Public M.S. 13.37 subd. 2; City Manager, Community
Quotations documentation M.S. 13.591 Development Director, HRA
Director, HRA Assistant
Executive Director, Planning
Manager, Environmental
Planner, Neighborhood
Preservation Specialist,
Rental Inspector, Public
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Works Director, City
Engineer, Assistant City
Engineer, Public Works
Managers, Environmental
Planner, Administrative
Assistant, Finance Director,
Public Safety Director,
Deputy Director of Public
Safety, Deputy Director/Fire
Chief, Fire Marshall,
Administrative Assistant
Environmental Reports about Private M.S. 13.44 City Manager, Public Works
Complaints environmental Director, City Engineer,
complaints, Assistant City Engineer,
including Administrative Assistant,
disposition Public Works Managers, and
certain employees on an as
needed basis as part of a
specific work assignment.
Environmental Complaints Private M.S. 13.39; City Manager, Public Works
Protection Non-Public M.S. 13.44 Director, City Engineer,
Agency or Assistant City Engineer,
Minnesota Public Works Managers,
Health Administrative Assistant, and
Department certain employees on an as
Reports needed basis as part of a
specific work assignment.
Mailing and List of affected Private M.S. 13.356 City Manager, Public Works
Email Lists parties, project Director, City Engineer,
notification lists Assistant City Engineer,
including email Administrative Assistant,
subscriber Environmental Planner
information.
Notice of Notice of private Private M.S. 216B.0976 City Manager, Public Works
Utility and public utility Non-Public Director, Public Works Utility
Disconnection gas or electric Manager, Administrative
disconnections. Assistant
Permit and Permit and license Public M.S. 13.37 City Manager, Public Works
License applications and Private Director, City Engineer,
Applications summary data Assistant City Engineer,
includes Engineering Technicians,
telecommunications, Public Works Managers,
right-of-way, utility, Public Works Lead, Public
site applications and Works Utilities Staff,
business license Administrative Assistant, and
applications. certain employees on an as
needed basis as part of a
specific work assignment.
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Public and Building plans, Non-Public M.S. 13.37 subd. 1a City Manager, Public Works
Utility computer coding Director, Public Works
Facilities systems used to Managers, Public Works
provide security and Facilities Coordinator, Public
operation of public Safety Director, Public Safety
utility services and Deputy Director, IT Manager,
building security and certain employees on an
systems. as needed basis as part of a
specific work assignment.
Public Utility Streets, storm sewer, Non-Public M.S. 13.37 City Manager, Public Works
Infrastructure public utility Director, City Engineer,
designs, drawings, Assistant City Engineer,
schematics Engineer, Engineering
Technician, Public Works
Managers, Public Works
Lead, Public Works Service
Workers, Public Works
Facilities Coordinator, Public
Works Fleet Coordinator,
Administrative Assistant,
Public Safety Director,
Deputy Director of Public
Safety, and certain
employees on an as needed
basis as part of a specific
work assignment.
Site Plans Engineering plans, Private M.S. 13.37 City Manager, Public Works
design Non-Public Director, City Engineer,
specifications, Assistant City Engineer,
structural and utility Public Works Utilities Staff,
plans City Forester, Administrative
Assistant, Environmental
Planner, Community
Development Director,
Planning Manager, Building
Inspector, Permit
Coordinator.
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DATA PRACTICESREQUEST FORM
About This Form
The MGDPA provides that the City must maintain all Government Data in a manner that makes it easy for public
inspection and access.To inspect data or request copies of data that the City maintains, a written request must
be submitted in a form as required by the City.
Request Details
Contact Information
Name: ___________________________________________________________Date: ______________________________________
Street Address: __________________________________________________City, State, Zip: ____________________________
Email: ____________________________________________________________Phone: ____________________________________
Requesting parties are not required to provide the above contact information. Requests cannot be accommodated if there is no contact
information provided. Staff will begin gathering data upon submission of this form. Pursuant to M.S. § 13.04 if the requesteris the subject
of the data, the City must respond within 10 business days of the request, excluding Saturdays, Sundays and City holidays. If the requester
is not the subject of the data, the City must respond in an appropriate and prompt manner, which is within a reasonable amount of time
depending on the nature and extent of the request. The City will communicate with the requesterregarding the nature of the request and
what an appropriate response time may be.
I am requesting access to data in the following way(Prepayment Required for Copies):
InspectionCopiesBoth inspection and copiesSummary Data
Data Requested:
Police Incident Report (ICR)Other City Data
Describe the data you are requesting as specifically as possible (attach additional sheets if necessary):
Submittal Information:
If you are requesting copies of Police Incident Reports If you are requesting any other City data submit this form
(ICRs) submit this form to:to:
City of Fridley Police DivisionCity of Fridley City Clerk Division
7071 University Avenue N.E., Fridley, MN 554327071 University Avenue N.E., Fridley, MN 55432
PoliceRecords@FridleyMN.govCityClerk@FridleyMN.gov
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RELEASE OF INFORMATION CONSENT
About This Form
The City does not have the legal authority to release any not public government data on individuals
to another entity/person. If you wish the City to release any not public government data to another
entity/person you must grant your written informed consent.
Verifications
I, ___________________________________ (Name), give my permission for the City of Fridley to release data
about me to ________________________________________ (Name of other entity/person) as described in
this consent.
1.The specific data I want the City of Fridley to release includes (explanation of data):
_________________________________________________________________________________________________
_________________________________________________________________________________________________
2.I understand that I have asked the City of Fridley to release the data.
3.I understand that although the data are classified as private at the City of Fridley the
classification/treatment of the data at _____________________________________ (Name of other
entity/person) may not be the same and is dependent on laws or policies that may apply to
_____________________________________ (Name of other entity/person).
4.I understand that I may cancel this consent at any time prior to the information being released
by notifying the member of staff listed above on this content form in writing.
5.I understand this consent form automatically expires 1 year after signing.
__________________________________________________________________________
Signature of data subjectDate
__________________________________________________________________________
Parent/Guardian signature (if needed)Date
Notary Public Verification
State of _____________ )This instrument was acknowledged before me this ______ day of
)SS________________________, _____________.
County of____________)
_______________________________________
Notary Public
Submit this form toCityClerk@FridleyMN.gov
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BODY WORN CAMERA RELEASE
About This Form
Pursuant to M.S. § 13.825 Body Worn Camera (BWC) video is not public without redaction unless the City of
Fridley (City) has received a Release of Information for every image or voice recorded onthe video.
Verifications
I, ___________________________________ (Name), whose date of birth is ____/____/______ give consent and permission
to the City to release BWC footage containing my image and/or voice.
I am the parent/guardian of a minor child whose image and/or voice was recorded on a BWC.
I give my permission for the City to release BWC video containing images or voice records of my minor
child(ren). List full names and dates of birth of each minor child:
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
I affirm the information provided is true and correct under penalty of law. Thisauthorization shall be valid for
a period of one year, but may be revoked at any time, prior to expiration, by providing written notice to the
City. Signature must be notarized or witnessed by a City of Fridley Police Division staff member.
____________________________________/______/_________
SignatureDate of Authorization
Notary Public Verification
State of _____________ )This instrument was acknowledged before me this ______ day of
)SS________________________, _____________.
County of ____________)
_______________________________________
Notary Public
City of Fridley Police Division Staff Member Verification
____________________________________/______/__________
City Staff WitnessDate Received
Submit this form to: City of Fridley Police Division, 7071 University Avenue N.E., Fridley, MN 55432
PoliceRecords@FridleyMN.gov.
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BODY WORN CAMERA REQUEST
About This Form
This form is to be used by any member of the public torequest Body Worn Camera (BWC) footage
from the City of Fridley (City) Police Division.
After receiving a request for BWC footage, a staff member will review the footage. Staff will then
contact you to advise you on the classification of data found in the footage, if redaction if needed,
and the possibility of fees associated with your request. Payment of fees must be made in full prior
to the release of any BWC footage.
Verifications
RequesterPhone: ________________________________________
Date of Incident: _____________________________Time of Incident: ______________________________
Location of Incident: _________________________Incident Report Number: _____________________
I would like the video emailed to: _________________________________________________________________
I would like the video saved to a disc and mailed to: _________________________________________
_________________________________________
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Submit this form to: City of Fridley Police Division, 7071 University Avenue N.E., Fridley, MN 55432
PoliceRecords@FridleyMN.gov.
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