02-22-2021 Conferene Meeting
COUNCIL CONFERENCE MEETING
February 22, 2021
6:00 PM
Fridley City Hall, 7071 University Avenue N.E.
AGENDA
1. Data Practices Policy
2. Police Mutual Aid Update (No Agenda Report)
The City of Fridley will not discriminate against or harass anyone in the admission or access to, or treatment, or
employment in its services, program, or activities because of race, color, creed, religion, national origin, sex, disability,
age, marital status, sexual orientation or status with regard to public assistance. Upon request, accommodation will
Hearing impaired persons who need any interpreter or other persons with disabilities who require auxiliary aids
should contact Roberta Collins at (763) 572-3500. (TTD/763-572-3534).
2
Jufn!2/
AGENDA REPORT
Meeting Date: February 22, 2021 Meeting Type: City Council Conference Meeting
Submitted By: Daniel Tienter, Director of Finance/City Treasurer/City Clerk
Melissa Moore, Administrative Services Coordinator/Deputy City Clerk
Title
Data Practices Policy Update
Background
The Minnesota Government Data Practices Act (MGDPA) is a series of state laws that attempt to balance
need to function responsibly and efficiently. All cities must comply with the MGDPA.
Minnesota Statutes § 13.025, subd. 2 requires the City of Fridley (City) to prepare a written data access
policy and update it to reflect changes in personnel, procedures and/or other circumstances that may
impact the publi and obtain government data. To date, the City Council (Council)
has not taken any formal action to approve a data practices-related policy. The last official action the
Council made regarding data practices was with Resolution No. 1990-118 where a Responsible
Authority (William Burns) was appointed. This Policy combines administrative processes for requesting
data, along with an inventory of Not Public Data, as required by M.S. § 13.025 subd. 1.
Office coordinated with all Department Directors and the City Manager to prepare the list found as
Appendix A.
On January 4, 2021, the Council designated Walter Wysopal, City Manager, as the Responsible Authority
(Resolution No. 2021-01). The Responsibility Authority may designate other City staff to assist with data
requests. At present, those designees are:
!Melissa Moore, Deputy City Clerk, for any administrative and program data (primary contact);
!Becca Hellegers, Employee Resources Manager for any human resources data; and
!Andrew Todd, Administrative Sergeant for any public safety data.
Financial Impact
None.
Discussion
Staff request the Council to provide feedback on the policy. Assuming the Council supports the
proposed revisions, staff will present the policy for approval at a future Council meeting.
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
3
Jufn!2/
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
!Draft Data Practices Policy
Vision Statement
We believe Fridley will be a safe, vibrant, friendly and stable home for families and businesses.
4
Jufn!2/
DATA PRACTICES POLICY
Purpose
Minnesota Statutes, Chapter 13, known as Minnesota Government Data Practices Act (MGDPA), and
the City Charter, Chapter 12 govern all data and similar information collected, created, received,
maintained, or disseminated by the City of Fridley (City). Generally, the MGDPA presumes that all
Government Data are public unless a State or Federal law provides for a different classification. It also
requires the City to prepare a written data access policy and update it at least annually, if needed.
The MGDPA provides that the City must maintain all Government Data in a manner that 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. This Data Practices Policy (Policy) addresses both
public and non-public data procedures as required by the MGDPA and Advisory Opinions offered by
the Minnesota Department of Administration and other State agencies, as applicable.
Government Data
Pursuant to Minnesota Statutes (M.S.) § 13.02, subd. 7, Government Data means all data collected,
created, received, maintained, or disseminated by any government entity regardless of its physical
form, storage media or conditions of use. Government Data does not include mental impressions.
Responsibility
The Responsible Authority is an individual designated by the City Council responsible for the
collection, use, and dissemination of any set of data on individuals, Government Data, or summary
data, unless otherwise provided by State law. The City Council may, by resolution, designate any full–
time, regular employee as the Responsible Authority for the City. By written order, the Responsible
Authority may further designate any City employee(s) as their designee to maintain Government
Data, and to receive and comply with requests for the same. The Responsible Authority may
designate certain staff to receive and respond to requests for Government Data on their behalf. They
may also appoint Data Practices Compliance Officials (DPCO) to answer questions regarding this
Policy.
Classification of Data
The MGDPA establishes a system of classifications that define who is legally authorized to access
Government Data. This classification structure is defined in M.S. § 13.02 and generally classifies data
into three classifications: data on individuals, data not on individuals and data on decedents. These
classifications each have three subcategories that determine who can access the data. The chart on
the next page sets out the framework for classification and access. Any data classified or defined in
this Policy shall be defined as below or as found in Minnesota Statutes, Chapter 13.
City of Fridley Data Practices Policy – Approved March XX, 2021 1
5
Jufn!2/
Government Data Classification and Access
Data on Data not on Data on
Individuals Individuals Decedents Access?
PublicPublic Public Anyone
Not Public
Private Non-Public Private Data subjects and government employees and
officials with a business need to know.
Confidential Protected Confidential Only government employees and officials with a
Non-Public business need to know.
Data on Individuals
Data on individuals means “all Government Data in which any individual is or can be identified as the
subject of that data unless the appearance of the names or other identifying data can be clearly
demonstrated to be only incidental to the data and the data are not accessed by the name or other
identifying data of any individual.” There are three types of data on individuals: public, private and
confidential.
Public data is anything not classified by State statute, Federal law, or temporary classification
as either private or confidential.
Private data is data on individuals that is expressly classified as private by State statute,
Federal law, or temporary classification. Private data is not accessible to the public but may
be accessed by the subject of the data, individuals within the City whose work assignments
reasonably require access, outside entities or agencies that are authorized by State or Federal
law and entities or individuals given access by the express written direction of the data
subject.
Confidential data is data on individuals that is expressly classified as confidential by State
statute, Federal law, or temporary classification. Confidential data is not accessible to the
public or the subject of the data and access is limited to individuals within the City whose
work assignments reasonably require access or outside entities and agencies authorized by
State or Federal law.
Data Not on Individuals
Data not on individuals means “all Government Data that is not data on individuals.” There are three
types of data not on individuals: public, non-public and protected non-public.
Public data not on individuals is accessible to anyone for any reason.
Non-public data not on individuals is accessible only to the subject of the data (if there is one)
and is not accessible to the public.
Protected non-public data not on individuals is not accessible by either the subject of the data
or the public.
City of Fridley Data Practices Policy – Approved March XX, 2021 2
6
Jufn!2/
Data on Decedents
Data on decedents is not specificallydefined in the MGDPA butis generally considered to be data
related to an individual who is no longer living. There are three types of data on decedents.
Public data on decedents is accessible by anyone for any reason.
Private data on decedents is accessible by the representative of the decedent, but not
accessible to the public.
Confidential data on decedents is not accessible by either the representative of the decedent
or by the public. Private and confidential data on decedents becomes public ten years after
the actual or presumed death of an individual and 30 years have lapsed from the creation of
the data. An individual is presumed dead after 90 years have elapsed since either the creation
of the data or the individual’s birth, whichever is earlier.
Temporary Classifications
The City may apply to the Commissioner of the Department of Administration to temporarily classify
specific data or types of data as not public until a proposed State statute, rule and/or advisory opinion
is given. The application for temporary classification is public.
Data Requests
Pursuant to the MGDPA, the City must prepare a policy and documents for procedures to facilitate
public access to Government Data. This Policy establishes such documents and procedures. It is the
Responsible Authority’s duty to respond to data requests and must allow access to or provide copies
of Government Data upon request and must provide the specific statutory authority when access is
denied.
Rights as a Data Subject
If the requestor of a data request is the subject of the data, the MGDPA gives the requestor certain
rights. An individual person who is the subject of Government Data has the right to inspect, free of
charge, any public and private data that the City maintains. If copies are requested, a fee may be
charged. The Data Practices Request Form (Appendix B) must be submitted to the City Clerk’s Office
to initiate a data request. The Responsible Authority, or their designee, shall require proof of
identification to verify the requestor is the subject of requested Government Data pursuant to M.S. §
13.05 subd. 12.
Standing Requests
The City may not prohibit or refuse a standing request for data. However, the City will limit the
duration of a standing request to one year from the application. The City will require the requestor
to complete a new Data Practices Request Form for each iteration of a standing request.
Public Data Requests
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 in Appendix B. The City may modify this form as needed. A
completed form must be submitted to the Responsibility Authority, or their designee. Requests may
be submitted in-person or via mail, facsimile, or email.
City of Fridley Data Practices Policy – Approved March XX, 2021 3
7
Jufn!2/
The City cannot require a requestor to identify themselves or explain the reason for a data request.
However, depending on how the requestor wishes to receive the data, the City may need some
information about the requestor. If the requestor 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 requestor, it will
not be able to process the request.
How the City Will Respond to a Data Request
Upon receiving a request, the Responsible Authority will process the request. If the City does not
have the data being requested, the requestor 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
requestor 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 Responsible Authority, 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 requestor wishes to inspect the
data;
2. Provide the requestor with paper copies of the data if requested (a mailing address may be
required if the requestor asks for any data be mailed); or
3. Email requested data to the requestor.
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 requestor is the subject of the data, the City must respond within 10 business days of the
request, excluding Saturdays, Sundays and City holidays. If the requestor 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 Responsible Authority, or
their designee, will communicate with the requestor regarding the nature of the request and what
an appropriate response time may be.
Requests for Summary Data
Pursuant to M.S. § 13.02, subd. 10, Summary Data “means statistical records and reports derived from
data on individuals but in which individuals are not identified and from which neither their identities
nor any other characteristic that could uniquely identify an individual is ascertainable.” The
preparation of summary data is not a means to gain access to private or confidential data. The City
will prepare summary data if it is requested on the Data Practices Request Form, and if the requestor
pre-pays for the cost of creating the data. Upon receiving a written request, the City will respond
within an appropriate time with the data or details of when the data will be ready and how much the
City will charge.
City of Fridley Data Practices Policy – Approved March XX, 2021 4
8
Jufn!2/
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 requestor and follow all directives
for calculating fees found in M.R. 1205.0300.
Fees
Minnesota Statutes § 13.03 provides that, if a person requests copies or electronic transmittal of
public data, and the requestor is not the subject of the data, the Responsible Authority, or their
designee, may require the requestor 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 Responsible Authority may, through administrative policy, choose to not charge for requests up
to a predetermined amount, which may be revised not more than annually.
Fee Calculation Method No. 1.
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 (i.e., 50 cents for a two-sided
copy). The City is authorized to charge only the per-page fee and cannot require the requestor to
pay any of the cost listed in Fee Calculation Method No. 2. This provision shall 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.
Fee Calculation Method No. 2.
In all other circumstances, including requests to provide data via email or facsimile, the City may
require the requestor to pay the actual costs of searching for and retrieving the data, including the
cost of employee time, and for making, certifying, compiling and electronically transmitting copies
of the data. Additional criteria for determining copy costs using Method No. 2 are set forth in M.R.
1205.0300, subpart 4. 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.
Generally, the cost, as determined by the City, may include the following:
Staff time required to
o Retrieve documents;
o Sort and label documents, only if necessary, to identify the data to be reproduced;
o Remove staples or paper clips;
o Take documents to copiers for copying; and
o Copy/print documents.
Materials (e.g., paper, copier ink, staples, magnetic tapes, video tapes, audio cassettes).
Special costs associated with making copies from computerized data, such as writing or
City of Fridley Data Practices Policy – Approved March XX, 2021 5
9
Jufn!2/
modifying a computer program to format data.
Mailing, shipping and delivery costs.
Vehicle costs directly involved in transporting data to the appropriate facility when necessary
to provide copies.
Preparation of summary data pursuant to M.R. 1205.0700 and M.R. 1205.0300.
Generally, the cost, as determined by the City, may not include the following:
Purchase or rental of copier/printer.
Maintenance of copier/printer.
Normal operating expenses of computer/copier, including electricity used, and machine wear.
Depreciation of equipment.
Staff time required to:
o Separate public from not public data;
o Open a data request that was mailed;
o Sort, label or review data, if not necessary to identify the data to be copied;
o Return documents to storage;
o Provide information about the data to the requestor (i.e., explain content and meaning
of data);
o Prepare data for mailing;
o Prepare cover letter, fax sheet or invoice for copies; and
o Credit payment and perform other associated accounting functions.
Administrative costs that are not related to reproducing data.
Records storage.
Sales tax.
The entire cost of operating a multi-tasked computer for a measured unit of time, when
fulfilling a request for copies was only one of the tasks performed during that unit of time.
Costs incurred because data are not maintained in a manner that makes them easily
accessible for convenient use.
Search and retrieval costs when data are inspected but no copies or prints are requested.
Not Public Data
Minnesota Statute § 13.02 subd. 8a defines Not Public Data as “any government data classified by
statute, or federal law, or temporary classification as confidential, private, non-public, or protected
non-public.” As a part of this Data Practices Policy, the City is required to prepare an inventory of all
private and confidential data on individuals that is maintained by the City
Data Inventory
Minnesota Statutes § 13.025, subd. 1, requires the City to prepare a data inventory identifying and
describing all not public data on individuals maintained by the City. The City has identified all not
public data it reasonably understands to be in its possession.
Employee Access to Information
Minnesota Statutes§ 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
City of Fridley Data Practices Policy – Approved March XX, 2021 6
:
Jufn!2/
Not Public Data Inventory (Appendix A), in the employee’s position description, or both. This Policy
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 Responsible Authority, their
designee(s), the DPCOs, the City Manager, the City Clerk, 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 Tennessen warnings or the City will obtain
the individual’s informed consent through a release of information provided by the City (Appendix
C). 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
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.
City of Fridley Data Practices Policy – Approved March XX, 2021 7
21
Jufn!2/
Appendix A
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
maintained by individual departments. The inventory includes a description of the data, the data’s
typical classification, the statutory citation which directs the data’s classification, and a list of City
staff who have access to each not public data item.
City Management
Name of Record Description Data Citation for Employee Work Access
ClassificationClassification
City Commission & Applications until official Private M.S. 13.601City Manager,
Committee appointmentAssistant to the City
Appointment Files Manager, Staff Liaison,
City Clerk, Deputy City
Clerk
City Manager’s Report Update from the City Private M.S. 13.601City Manager,
Manager to members of Assistant to the City
the City Council Manager, City Clerk
Federal Contracts Agreements, contracts Private/Non-M.S. 13.35 City Manager,
Public Assistant to the City
Manager, Finance
Director, Assistant
Finance Director
City Attorney
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Civil Legal Action Pending or ongoing civil Protected M.S. 13.39 City Manager,
legal case files and work Non-Public Assistant to the City
product Manager, City Clerk,
City Attorney, and
certain employees on
an as needed basis as
part of a specific work
assignment.
City Clerk
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Absentee Ballot Application submitted to Public M.S. 13.37 City Clerk, Deputy City
Application receive an Absentee Ballot Private M.S. 203B.04 Clerk, Assistant to the
City Manager,
Absentee Ballot Board
BallotsAbsentee ballots, voted Public M.S. 13.37 City Clerk, Deputy City
and rejected ballots Private Clerk, Assistant to the
City Manager,
Absentee Ballot Board
City of Fridley Data Practices Policy – Approved March XX, 2021 8
22
Jufn!2/
Appendix A
Data Practices In-writing request forms Public VariousCity Manager,
Requests submitted pursuant to the Private Responsible Authority,
Minnesota Government Data Practices
Data Practices Act Compliance Official,
City Clerk, Deputy City
Clerk, and certain
employees on an as
needed basis as part
of a specific work
assignment
Data Practices Responsible Authority Public Various City Manager,
Responses responses to written Private Responsible Authority,
requests pursuant to the Data Practices
Minnesota Government Compliance Official,
Data Practices Act City Clerk, Deputy City
Clerk, and certain
employees on an as
needed basis as part
of a specific work
assignment
Community Development
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Building Inspections
M.S. 13.37
ApplicationsPermit applications and Public City Manager,
Private
summary data – includes Community
building permits and Development Director,
business permits Planning Manager,
Building Inspector,
Planner, Permit
Coordinator, Public
Works Director, Public
Works Administrative
Assistant, City
Engineer, Assistant
City Engineer
Building Plans Architectural, design Public M.S. 13.37 City Manager,
Commercial and specifications, structural Private subd. 1b; Community
Industrial and utility plans, security Non-Public M.S. 541.051 Development Director,
plans and trademark Planning Manager,
information. Building Inspector,
Planner, Permit
Coordinator, HRA
Assistant Executive
Director, Public Works
Director, City Engineer,
Assistant City
City of Fridley Data Practices Policy – Approved March XX, 2021 9
23
Jufn!2/
Appendix A
Engineer, Utilities Staff,
City Forester,
Environmental Planner,
certain employees on
an as needed basis as
part of a specific work
assignment
Building Plans Architectural, design Public M.S. 13.37 City Manager,
Residential specifications, structural Private subd. 1b Community
and utility plans Non-Public Development Director,
Planning Manager,
Building Inspector,
Planner, Permit
Coordinator, Public
Works Director, City
Engineer, Assistant
City Engineer, Utilities
Staff, City Forester,
Environmental Planner,
certain employees on
an as needed basis as
part of a specific work
assignment
Business Registrations and Licensing
ApplicationsPermit applications and Public M.S. 13.37 City Manager,
summary data – includes Private Community
building permits and Development Director,
business permits Planning Manager,
Building Inspector,
Planner, Permit
Coordinator
Planning/HRA
Community Annual breakdown of city Public M.S. 13.462City Manager,
Development Block applications and Private Community
Grant (CDBG) supporting materials or Development Director,
Application and Loans services HRA Director, HRA
Assistant Executive
Director, Planner,
Environmental Planner,
Neighborhood
Preservation Specialist,
Rental Inspector
HRA Project Rent rolls, schedules, Public M.S. 13.44; City Manager,
Management & Rental tenant income related to Private M.S. 13.462 Community
Agreements Title II Development Director,
HRA Director, HRA
Assistant Executive
Director, Planner,
City of Fridley Data Practices Policy – Approved March XX, 2021 10
24
Jufn!2/
Appendix A
Environmental Planner,
Neighborhood
Preservation Specialist,
Rental Inspector
Nuisance Complaints Complaints from citizens Public M.S. 13.44 City Manager,
about the use of real Private Community
property Confidential Development Director,
HRA Director, HRA
Assistant Executive
Director, Planner,
Environmental Planner,
Neighborhood
Preservation Specialist,
Rental Inspector,
Public Works Director,
Public Works
Administrative
Assistant, City
Engineer, Assistant
City Engineer, certain
employees on an as
needed basis as part
of a specific work
assignment
Property Acquisition Deeds, contracts, Public M.S. 13.44; City Manager, City
correspondence, purchase Confidential M.S. 13.585 Clerk, Community
valuation data, Protected Development Director,
agreements, property Non-Public HRA Director, HRA
data – includes real Assistant Executive
property appraisal Director, Planner,
information Environmental Planner,
Neighborhood
Preservation Specialist,
Rental Inspector,
Public Works Director,
City Engineer,
Assistant City
Engineer, Public Works
Administrative
Assistant
Permits and Licenses
ApplicationsPermits and license Public M.S. 13.37 City Manager,
applications and summary Private Community
data – includes building Development Director,
permits, contractor and HRA Director, HRA
rental licenses Assistant Executive
Director, Planner,
Environmental Planner,
City of Fridley Data Practices Policy – Approved March XX, 2021 11
25
Jufn!2/
Appendix A
Neighborhood
Preservation Specialist,
Rental Inspector,
Building Inspector,
Planner, Permit
Coordinator
Community Services
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Recreation Department & Springbrook Nature Center
Commissioner Files Applications, name, Public M.S. 13.601City Manager,
address, history, vet Non-Public Community Services
status, telephone number, Employee Resources
employment history, Director, Recreation
volunteer work, awards, Division Manager,
honors, complaints, Springbrook Nature
charges Center Director,
Customer Service
Representatives,
Assistant to the City
Manager
Exhibitor Data Registration forms, Private M.S. 13.55 City Manager,
contact information, subd. 3 Community Services
business dataEmployee Resources
Director, Recreation
Division Manager,
Springbrook Nature
Center Director,
Customer Service
Representatives, Public
Works Director, Public
Works Parks and
Facility Managers,
certain employees on
an as needed basis as
part of a specific work
assignment
Facility Usage Application, event details, Non-Public M.S. 13.55 City Manager,
terms of rentals, subd. 1 Community Services
responses Employee Resources
Director, Recreation
Division Manager,
Springbrook Nature
Center Director,
Customer Service
Representatives,
Program Coordinators,
City of Fridley Data Practices Policy – Approved March XX, 2021 12
26
Jufn!2/
Appendix A
Public Works Director,
Public Works Parks
and Facility Managers,
certain employees on
an as needed basis as
part of a specific work
assignment
Fee Waiver Sheets Information about low-Private M.S. 13.462City Manager,
income participants Community Services
Employee Resources
Director, Recreation
Division Manager,
Springbrook Nature
Center Director
Grants Applications Non-Public M.S. 13.599City Manager,
until published Community Services
Employee Resources
Director, Recreation
Division Manager, City
Clerk, Springbrook
Nature Center
Director, Customer
Service
Representatives, Public
Works Director, City
Engineer, Assistant
City Engineer,
Engineering
Technician, Public
Works Managers,
Public Works
Administrative
Assistant,
Environmental Planner
Mailing ListsA list of program Private M.S. 13.548City Manager,
participants Community Services
Employee Resources
Director, Recreation
Division Manager,
Springbrook Nature
Center Director,
Customer Service
Representatives
Private Donor Gift Data Solicitation letters, Private and M.S. 13.792City Manager,
proposals, pledge cards Non-Public Community Services
Employee Resources
Director, Recreation
Division Manager,
City of Fridley Data Practices Policy – Approved March XX, 2021 13
27
Jufn!2/
Appendix A
Springbrook Nature
Center Director,
Customer Service
Representatives
Registration Forms Registration forms Public M.S. 13.57 City Manager,
completed by participants Private Community Services
or on behalf of participant Employee Resources
Director, Recreation
Division Manager,
Springbrook Nature
Center Director,
Customer Service
Representatives
Scholarships Names, applications, Private M.S. 13.548City Manager,
amounts, income Community Services
Employee Resources
Director, Recreation
Division Manager,
Springbrook Nature
Center Director,
Customer Service
Representatives
Marketing & Communications
Lodging Tax Data List of taxpayer Non-Public M.S. 13.495City Manager,
identification data, Community Services
collected Employee Resources
Director, Marketing
Manager; Finance
Director; Assistant
Finance Director,
Accountant
Mailing ListsA list of participants Private M.S. 13.548City Manager,
Community Services
Employee Resources
Director, Marketing
Manager; and certain
employees on an as
needed basis as part
of a specific work
assignment
Employee Resources
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Verification of status of PrivateM.S. 13.43
I-9 Employee Eligibility City Manager,
citizenship or
Verification Employee Resources
naturalization
Manager, Employee
Resources
City of Fridley Data Practices Policy – Approved March XX, 2021 14
28
Jufn!2/
Appendix A
Administrative
Assistant
Affirmative Action FilesSexual harassment and PublicM.S. 13.39;City Manager,
discrimination; Private M.S. 13.43 Community Services
Supplemental personnel Confidential Employee Resources
data from job application; Director, Employee
Copies of reports sent to Resources Manager
Human Rights
Commission
Applications for Applications, resumes, Public M.S. 13.43 City Manager,
Persons on Eligibility letters of Private Employee Resources
List/Register recommendation, police Manager, Director of
background Public Safety, Deputy
investigations, etc. If Director of Public
hired, application Safety, Employee
becomes part of Resources
personnel file. Administrative
Assistant, Office
Coordinator of Public
Safety, Public Works
Director, Finance
Director, Director of
Community
Development, certain
employees on an as
needed basis as part
of a specific work
assignment
Benefit Enrollment Employees’ medical, Private M.S. 13.43 City Manager,
Forms dental, deferred Community Services
compensation, etc. Employee Resources
election forms Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant, Payroll
Coordinator
Department of Labor Complaints, alleged Private M.S. 13.79 City Manager,
violations of FLSA Community Services
Employee Resources
Director, Employee
Resources Manager,
Finance Director
Drug and Alcohol Includes commercial Public M.S. 13.43 City Manager,
Testing Results driver’s licenses, Private Community Services
controlled substance test Employee Resources
results, driver’s Director, Employee
evaluations, pre-Resources Manager,
City of Fridley Data Practices Policy – Approved March XX, 2021 15
29
Jufn!2/
Appendix A
placement drug test Employee Resources
results Administrative
Assistant
Employee Medical Information relating to Public M.S. 13.43 City Manager,
Records the health status of an Private Community Services
employee which is made Employee Resources
or maintained by a Director, Employee
physician, nurse or other Resources Manager,
health care personnel Employee Resources
Administrative
Assistant
Examination FileCompleted exams PrivateM.S. 13.43City Manager,Public
administered to Safety Director,
applicants & promotional Deputy Director of
exams administered to Public Safety,
employees Employee Resources
Manager, Employee
Resources
Administrative
Assistant, Public Works
Director, Finance
Director, Community
Development Director,
certain employees on
an as needed basis as
part of a specific work
assignment
Family Medical Leave Employee application Private M.S. 13.43 City Manager,
Document information for family Community Services
medical leaveEmployee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant, Public Safety
Director, Director of
Public Works, Finance
Director, Community
Development Director,
certain employees on
an as needed basis as
part of a specific work
assignment
Private
First Report of Injury Claims for injuries, injury M.S. 13.43 City Manager,
report, supervisor’s report Assistant to the City
Manager, Community
Services Employee
Resources Director,
City of Fridley Data Practices Policy – Approved March XX, 2021 16
2:
Jufn!2/
Appendix A
EmployeeResources
Manager, Employee
Resources
Administrative
Assistant, applicable
supervisor(s), Finance
Director, Assistant
Finance Director,
Insurance and Payroll
Coordinator, Employee
Resources Manager,
Assistant to the City
Manager, Employee
Resources
Administrative
Assistant
Grievance FilesFormal written employee PublicM.S. 13.43City Manager,
grievance and/or Private Community Services
complaint filed under a Employee Resources
labor agreement or Director, Employee
personnel rules and Resources Manager,
received by the city. Public Safety Director,
Public Works Director,
Finance Director,
Community
Development Director,
certain employees on
an as needed basis as
part of a specific work
assignment
Infectious Disease & Files on each employee Public M.S. 13.43 City Manager,
Occupational Exposure dealing with safety & Private Employee Resources
Files training on diseases such Manager, Employee
as hepatitis and AIDS. Resources
(not in personnel file) Administrative
Assistant, Public Safety
Director, Public Safety
Office Coordinator,
Public Works Director,
Director of Finance,
Community
Development Director,
certain employees on
an as needed basis as
part of a specific work
assignment
City of Fridley Data Practices Policy – Approved March XX, 2021 17
31
Jufn!2/
Appendix A
PrivateM.S. 13.43
Long Term DisabilityClaims filed by employee City Manager, Finance
for a long-term disability Director, Assistant
insurance program Finance Director,
Payroll Coordinator,
Community Services
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
M.S. 13.43
OSHA ReportsIncident Reports and Public City Manager,
Annual Summary or any Private Community Services
information concerning Employee Resources
employee exposure to Director, Employee
toxic substances or Resources Manager,
harmful physical agents. Employee Resources
Administrative
Assistant, Assistant to
the City Manager
Personnel Data and FileApplications, references, Public M.S. 13.43; City Manager,
performance evaluations, Private M.S. 179A.03 Community Services
job performance appeals, subd. 4 Employee Resources
job descriptions, Director, Employee
reprimands, resignation Resources Manager,
letters, exit interviews, etc. Employee Resources
on employees, volunteers, Administrative
independent contractors; Assistant, Public Safety
labor relations Director, Public Works
information Director, Finance
Director, Community
Development Director,
certain employees on
an as needed basis as
part of a specific work
assignment
Recruitment Files Records relating to Public M.S. 13.43 City Manager,
posting, recruitment, Private Employee Resources
selection and Manager, Employee
appointment to each city Resources
position. Administrative
Assistant, Payroll
Coordinator, Public
Safety Director, Public
Works Director,
Finance Director,
Community
Development Director,
City of Fridley Data Practices Policy – Approved March XX, 2021 18
32
Jufn!2/
Appendix A
certain employees on
an as needed basis as
part of a specific work
assignment
Retirement DataPERA forms, applications, Private M.S. 13.63 City Manager,
beneficiaries, addresses, Community Services
DOB, direct dep., tax Employee Resources
withholding Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant, Payroll
Coordinator
Salary surveys Surveys from consulting Non-public M.S. 13.435City Manager,
firms, non-profits, Community Services
associations or other Employee Resources
employers Director, Finance
Director; Employee
Resources Manager
Short Term Disability Claims filed by employee Private M.S. 13.43 City Manager, Finance
for a short-term disability Director, Assistant
Insurance Finance Director,
Payroll Coordinator,
Community Services
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Social Security Social Security numbers Private M.S. 13.355City Manager,
Numbers assigned to individuals Community Services
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant, Assistant to
the City Manager,
Finance Director;
Payroll Coordinator
Undercover law Application or assignment Private M.S. 13.43 City Manager, Public
enforcement subd. 5 Safety Director, Public
assignment Safety Office
Coordinator, Employee
Resources Manager
City of Fridley Data Practices Policy – Approved March XX, 2021 19
33
Jufn!2/
Appendix A
Unemployment Claims Claim and compensation PublicM.S. 13.43City Manager,
or Compensation information for Private Community Services
unemployment Employee Resources
Director, Employee
Resources Manager,
Payroll Coordinator,
Employee Resources
Administrative
Assistant
Wage AssignmentsLetters, correspondencePublicM.S. 13.43City Manager,
Private Community Services
Employee Resources
Director, Employee
Resources Manager,
Payroll Coordinator,
Employee Resources
Administrative
Assistant, Public Safety
Director, Public Works
Director, Finance
Director, Community
Development Director,
certain employees on
an as needed basis as
part of a specific work
assignment
Private
Workers Compensation Claims for injuries, injury M.S. 13.43; City Manager, City
Claims reports and M.S. 176.231 Manager, Assistant to
correspondence. the City Manager,
Finance Director,
Assistant Finance
Director, Insurance
and Payroll
Coordinator, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Finance
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Assessing
Special Assessment Information for Private M.S. 13.51 City Manager, Finance
Deferment Application verifications of income, Non-Public subd. 2; Director, City Assessor,
ownership, etch. M.S. 13.52 Accounting Specialist
City of Fridley Data Practices Policy – Approved March XX, 2021 20
34
Jufn!2/
Appendix A
Green Acre Land & Forms submitted by PublicM.S. 13.49City Manager,Finance
Agriculture Preserve property owners to Private Director, City Assessor
Applications qualify for green acres
and/or agriculture
preserve classifications,
usually to obtain a tax
break
Bonds
Bond & Interest Information pertaining to Private M.S. 475.55City Manager, Finance
Coupon Register bond Non-Public Director, Assistant
Finance Director,
Accountant
Finance
Audit Reports – Reports based on private Non-Public M.S. 13.37 City Manager, Finance
External companies for the review Director, Assistant
of tax payments Finance Director,
Accountant,
Accounting Specialist
Audit Reports – Reports based on the Non-Public M.S. 13.37 City Manager, Finance
Internal agencies’ internal Director, Assistant
operations Finance Director,
Accountant,
Accounting Specialist
Automatic Payment Completed form and Public M.S. 13.37 City Manager, Finance
Plan Authorization supporting document Private Director, Assistant
Form allowing for automatic Finance Director,
payment Accounting Specialist,
Utility Billing Clerk
Checks (Accounts Checks received from Public M.S. 13.37 City Manager, Finance
Receivable) customers submitted Private Director, Assistant
electronically to financial Finance Director,
institution Insurance and Payroll
Coordinator
Checks (Canceled & Paid and returned payroll Public M.S. 13.43 City Manager, Finance
Voided) Payroll checks Private Director, Assistant
Finance Director;
Accounting Technician,
Insurance and Payroll
Coordinator
Credit Card Receipts Merchant copy of credit Public M.S. 13.37 City Manager, Finance
card receipts Private Director, Assistant
Finance Director,
Accountant, Customer
Service Representative,
Utility Billing Clerk
Public unless
Grants Miscellaneous grant M.S. 13.35; City Manager, Finance
specified by
programs and stipulations M.S. 13.599 Director, Assistant
another
City of Fridley Data Practices Policy – Approved March XX, 2021 21
35
Jufn!2/
Appendix A
governmental
Finance Director,
agency
Accountant
Unclaimed Property Includes checks not PublicM.S. 13.37City Manager,Finance
Records (Sent to State) cashed Private Director, Assistant
Finance Director,
Accountant
Insurance – Liability/Workers Compensation
ClaimsClaims that are filed by or PublicM.S. 13.43City Manager, Finance
against the city. Private Director, Assistant
Finance Director,
Insurance and Payroll
Coordinator
Payroll
Payroll Forms Change Form, Public M.S. 13.43 City Manager, Finance
Garnishments, Pension Private Director, Assistant
and Retirement Reports, Finance Director,
PERA Reports, Time Insurance and Payroll
Sheets, Vacation & Leave Coordinator, Employee
Requests, W-2, W-3, W-4, Resources Manager,
1099. Employee Resources
Administrative
Assistant
Payroll Reports Payroll history, payroll Public M.S. 13.43 City Manager, Finance
journal, payroll ledger, Private Director, Assistant
state withholding, federal Finance Director,
withholding and FICA Insurance and Payroll
Reports Coordinator, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Unemployment Claims Claim and compensation Public M.S. 13.43 City Manager, Finance
or Compensation information for Private Director, Assistant
unemployment Finance Director,
Insurance and Payroll
Coordinator, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Wage AssignmentsLetters, correspondence Public M.S. 13.43 City Manager, Finance
Private Director, Assistant
Finance Director,
Insurance and Payroll
Coordinator, Employee
Resources Manager,
Employee Resources
City of Fridley Data Practices Policy – Approved March XX, 2021 22
36
Jufn!2/
Appendix A
Administrative
Assistant
Fire
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
Arson Reports and Information pertaining to Public M.S. 13.82 Director Public Safety,
Investigations arson Confidential subd. 7; Deputy Director of
M.S. 13.83 Public Safety, Deputy
Director/Fire Chief, Fire
Marshall,
Administrative
Assistant, certain
employees on an as
needed basis as part
of a specific work
assignment
Fire Relief Association Financial records Public M.S. 13.43 Public Safety Director,
Private Deputy Director of
Public Safety, Deputy
Director/Fire Chief, Fire
Inspector, Director of
Finance, Assistant
Director of Finance
Voluntary Permission & Obtains permission to Confidential M.S. 13.32 Public Safety Director,
Consent to Search and seize evidence for until Safety, Deputy
Seize determining origin of fire investigation is Director of Public
closed. Safety, Deputy
Director/Fire Chief, Fire
Marshall, all full-time
and part-time Fire
Department staff
Police
Name of RecordDescriptionData Citation for Employee Work Access
ClassificationClassification
911 Recordings Audio recordingsPublic M.S. 13.82 Public Safety Director,
Private subd. 3a Deputy Director of
Public Safety,
Supervisors,
Detectives, Police
Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
City of Fridley Data Practices Policy – Approved March XX, 2021 23
37
Jufn!2/
Appendix A
Arrest & ChargeAudio and video Public/PrivateM.S. 13.82 Public Safety Director,
recording determined to Confidential subd. 10; Deputy Director of
have evidentiary value M.S. Public Safety,
where suspects have been 260B.171 Supervisors,
arrested, issued citations Detectives, responding
and/or a report has been officer, Police
forwarded to the Technicians, certain
prosecutor for a charging employees on an as
decision. needed basis as part
of a specific work
assignment
Audio/Video/Digital Determined to have value Non-Public M.S. 13.43 Public Safety Director,
Training for future training Deputy Director of
sessions Public Safety,
Supervisors,
Detectives, responding
officer, Police
Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
Background Check Local records check on Non-Public M.S. 13.43 Public Safety Director,
individual (i.e., subd. 12; Deputy Director of
employment, adoptions) M.S. 626.87 Public Safety,
Supervisors, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Case Files/Offense Includes individual’s Public/Private M.S. 13.82 Public Safety Director,
Reports Adult name, date of birth, time subd. 3a Deputy Director of
of occurrence, date and Public Safety,
place of action, Supervisors,
description of what Detectives, responding
happened, location, officer, Police
whether any weapons Technicians, certain
were used, ICR’s, employees on an as
statistical data, and other needed basis as part
pertinent data. of a specific work
assignment
Case Files/Offense Includes individual’s Non-Public M.S. 13.82; Public Safety Director,
Reports - Juvenile name, date of birth, time Private M.S. 260.171 Deputy Director of
of occurrence, and place Confidential Public Safety,
of action, description of Supervisors,
what happened, location, Detectives, responding
whether any weapons officer, Police
Technicians, certain
City of Fridley Data Practices Policy – Approved March XX, 2021 24
38
Jufn!2/
Appendix A
were used, and other employees on an as
pertinent data needed basis as part
of a specific work
assignment
Certification for Peace State form PA-1 Public/Private M.S. 13.43 City Manager, Public
Officer for State Aid Safety Director,
Application Deputy Director of
Public Safety; Finance
Director; Employee
Resources Manager;
Insurance and Payroll
Coordinator
Dangerous/Potentially Information on Public/PrivateM.S. 13.82Public Safety Director,
Dangerous Dogs potentially/dangerous Deputy Director of
dogs Public Safety, City
Clerk, Deputy City
Clerk, Supervisors,
Detectives, responding
officer, Support
Lieutenant, certain
employees on an as
needed basis as part
of a specific work
assignment
Death InvestigationAny case file or any Private M.S. 13.82 Public Safety Director,
investigation involving a Deputy Director of
death Public Safety,
Supervisors,
Detectives, certain
employees on an as
needed basis as part
of a specific work
assignment
Department Payroll Information collected by Non-Public M.S. 13.43 Public Safety Director,
and Leave Information police department before Deputy Director of
sending to payroll Public Safety,
Command Staff,
Community Services
and Employee
Resources Director,
Employee Resources
Manager
Dictated & Audio Audio recordings of the Public/Private M.S. 1382; Public Safety Director,
Recorded Reports officer’s report M.S. Deputy Director of
transcribed into written 260B.171 Public Safety,
report. Detectives, Police
Technicians
City of Fridley Data Practices Policy – Approved March XX, 2021 25
39
Jufn!2/
Appendix A
Digital Transcription Statements taken from Public/PrivateM.S. 13.82;Public Safety Director,
System Recording victims, witnesses, M.S. Deputy Director of
suspects, et. al. 206B.171 Public Safety,
Detectives, Police
Technicians
E-Reports – Officer Field copy of police report Public/Private M.S. 13.82 Public Safety Director,
Reports Deputy Director of
Public Safety,
Supervisors,
Detectives, responding
officer, Police
Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
Emergency Plan Emergency Operations Public/Private M.S. 13.37 City Manager, Public
Plan Safety Director,
Deputy Director of
Public Safety,
Supervisors, Public
Works Director, City
Engineer, Assistant
City Engineer, Public
Works Managers,
Public Works
Leadpersons, certain
employees on an as
needed basis as part
of a specific work
assignment
Evidence/Property Logs Property which has been Public/Private M.S. 13.82 Public Safety Director,
and Inventory Reports found, confiscated, seized, Deputy Director of
etc. Public Safety, Evidence
Clerk
Expunged Records Case file, which may Private M.S. 609A.01 Public Safety Director,
include ticket, arrest Confidential Deputy Director of
report, legal documents, Public Safety,
photos, etc. and Notice of Administrative
Expungement Sergeant
Fingerprint CardsSworn officers and police Private M.S. 13.43 Public Safety Director,
personnel; janitors or Deputy Director of
persons accessing Public Safety, Office
secured areas without Coordinator
supervision
Firearm Application Includes application to Private M.S. 13.87 Public Safety Director,
Permits/Transfers purchase a copy of the Deputy Director of
firearm permit to carry
City of Fridley Data Practices Policy – Approved March XX, 2021 26
3:
Jufn!2/
Appendix A
Public Safety, Records
Technician
Fridley Municipal Applications for security Non-PublicM.S. 13.43Public Safety Director,
Building Security access to city facilities Deputy Director of
Card/Key Authorization Public Safety,
Administrative
Sergeant
Fridley Police Financial records and Public/Private M.S. 13.43 Public Safety Director,
Association Records membership fees Deputy Director of
Public Safety,
Association Treasure
HomicidesAudio & video recordings Public M.S. 13.82 Public Safety Director,
containing information Confidential Deputy Director of
regarding any homicides Public Safety,
Supervisors,
Detectives, responding
officer, Police
Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
Incident Reports Adult/Juvenile: includes Public M.S. 13.82 Public Safety Director,
date, time, place of action, Private subd. 3a; Deputy Director of
any resistance M.S. Public Safety,
encountered, any pursuit 260B.171 Supervisors,
engaged, whether any Detectives, responding
weapons were used, the officer, Police
charge, arrest or search Technicians, certain
warrants or legal basis for employees on an as
action, the identities of needed basis as part
agencies, units within of a specific work
agencies and individual assignment
persons taking the action;
whether and where the
individual is being held in
custody or is being
incarcerated by the
agency, the date, time
and legal basis for any
transfer of custody and
identification of agency or
person who received
custody the date, time
and legal basis for any
release from custody or
incarceration, the name,
age, sex and last known
City of Fridley Data Practices Policy – Approved March XX, 2021 27
41
Jufn!2/
Appendix A
address of any adult
person or the age and sex
of any juvenile person
cited arrested or
incarcerated or otherwise
substantially deprived of
their liberty, whether the
agency employed
wiretaps or other
eavesdropping
techniques, the manner in
which the agencies
received the information
that led to the arrest, and
the response or report
number.
Internal InvestigationsAudio & video recording Public/PrivateM.S. 13.43Public Safety Director,
determined to have Deputy Director of
evidentiary value in any Public Safety,
internal investigations Investigations
Lieutenant
Internal InvestigationCase files and reportsPublic/Private/ M.S. 13.39; Public Safety Director,
Confidential M.S. 13.43; Deputy Director of
M.S. 13.82 Public Safety,
Investigations
Lieutenant
Interviews –Audio & Determined to have Public M.S. 13.82 Public Safety Director,
Video Recordings evidentiary value. (All Confidential Deputy Director of
audio tapes will be Public Safety,
transcribed and a copy of Supervisors,
the transcription will be Detectives, responding
kept with the case file. officer, Police
Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
Intoxilyzer Test Results Original record Public/Private M.S. 13.82 Public Safety Director,
maintained by the BCA. Confidential subd. 5 Deputy Director of
Department copy retained Public Safety,
in accordance with the Supervisors,
item they related to (i.e, Detectives, Police
case file or arrest report) Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
City of Fridley Data Practices Policy – Approved March XX, 2021 28
42
Jufn!2/
Appendix A
Holding Cell Inspection Public/PrivateM.S. 13.82Public Safety Director,
Record Deputy Director of
Public Safety,
Supervisors,
Detectives, Police
Technicians, Patrol
Lieutenant
Lost and Found Animal Log of animals that are Public/Private M.S. 13.82 Public Safety Director,
Log lost and found subd. 3 Deputy Director of
Public Safety,
Supervisors,
Detectives, Police
Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
Master Name File Adult Public/Private M.S. 13.82 Public Safety Director,
Confidential Deputy Director of
Public Safety, Police
Technician
Master Name File Juvenile Private M.S. Public Safety Director,
260B.171 Deputy Director of
Public Safety, Police
Technician
McGruff House Public/Private M.S. 13.37 Public Safety Director,
Non-Public Deputy Director of
Public Safety,
Supervisors,
Detectives, certain
employees on an as
needed basis as part
of a specific work
assignment
Neighborhood Crime Public/Private M.S. 13.37 Public Safety Director,
Watch Membership Non-Public Deputy Director of
Public Safety,
Lieutenants, Sergeants
Officer Candidate Interviewed, no Non-Public M.S. 13.43 Public Safety Director,
Application background investigation Deputy Director of
Public Safety,
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
City of Fridley Data Practices Policy – Approved March XX, 2021 29
43
Jufn!2/
Appendix A
Officer Candidates Investigation,nothiredNon-PublicM.S. 13.43Public Safety Director,
Background Deputy Director of
Public Safety,
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Officer Candidates Investigation, hiredPublicM.S. 13.43Public Safety Director,
Background Non-Public Deputy Director of
Public Safety,
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Operation IDPublic/Private M.S. 13.37 Public Safety Director,
Non-Public Deputy Director of
Public Safety, certain
employees on an as
needed basis as part
of a specific work
assignment
Pawn Shop Records Private M.S. 13.82 Public Safety Director,
subd. 27 Deputy Director of
Public Safety,
Detectives
Photographs/Negatives Public/Private M.S. 13.82 Public Safety Director,
or Digital Discs Deputy Director of
Public Safety, Police
Technicians
Police Clearance Letters Criminal history or Public/Private M.S. 13.87 Public Safety Director,
individual within Deputy Director of
jurisdiction Public Safety,
Administrative
Sergeant
Prisoner Property Public/Private M.S. 13.85 Public Safety Director,
Receipts Deputy Director of
Public Safety, Patrol
Lieutenant
Roll Call Information Briefing information for Public/Private M.S. 13.82 Public Safety Director,
department Deputy Director of
Public Safety,
Supervisors,
Detectives, Police
Technicians, certain
City of Fridley Data Practices Policy – Approved March XX, 2021 30
44
Jufn!2/
Appendix A
employees on an as
needed basis as part
of a specific work
assignment
Security Door Electronic report Non-Public M.S. 13.43 Public Safety Director,
Transaction identifying transactions Deputy Director of
Public Safety,
Administrative
Sergeant
Taped Interviews (no Audio/video/digital Public/Private M.S. 13.82; Public Safety Director,
suspects) recordings determined to M.S. Deputy Director of
have evidentiary value 206B.171 Public Safety,
where no suspects have Supervisors,
been developed, and/or Detectives, responding
no individuals have been officer, Police
formally charged. Technicians, certain
employees on an as
needed basis as part
of a specific work
assignment
Training Records Examples include first aid, Public/Private M.S. 13.43 Public Safety Director,
firearm training, advanced Deputy Director of
driving, crime scene Public Safety,
processing, report writing, Employee Resources
etc. Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Training Staff Files Summary report of Public/Private M.S. 13.43 Public Safety Director,
training history and Deputy Director of
personnel information Public Safety,
Employee Resources
Director, Employee
Resources Manager,
Employee Resources
Administrative
Assistant
Use of Force Audio, video and digital Public/Private M.S. 13.39; Public Safety Director,
recordings containing Confidential M.S. 13.43; Deputy Director of
information of any M.S. 13.82 Public Safety,
incident where force was Supervisors,
used and supervisory responding officer
review is completed
according to department
policy.
Validation/ErrorPrivate M.S. 13.82 Public Safety Director,
Integrity ReportsDeputy Director of
City of Fridley Data Practices Policy – Approved March XX, 2021 31
45
Jufn!2/
Appendix A
Public Safety, Police
Technicians
Validation ReportRegarding stolen propertyPrivate, M.S. 13.82 Public Safety Director,
Non-Public subd. 20 Deputy Director of
Public Safety, certain
employees on an as
needed basis as part
of a specific work
assignment
Videotape of Holding Private M.S. 13.43 Public Safety Director,
Cell Deputy Director of
Public Safety,
Supervisors,
Detectives, Police
Technicians
Watch Your Car Registration and reports Public/Private M.S. 13.37 Public Safety Director,
Program from program enrollees Non-Public Deputy Director of
Public Safety
Public Works
Data
Name of RecordDescriptionCitation for Employee Work Access
Classification
Classification
Bids, Quotations and RFP and bid Public M.S. 13.37 City Manager,
Non-Public
RFP’s Accepted documentation subd. 2; Community
M.S. 13.59 Development Director,
HRA Director, HRA
Assistant Executive
Director, Planner,
Environmental Planner,
Neighborhood
Preservation Specialist,
Rental Inspector,
Public Works Director,
City Engineer,
Assistant City
Engineer, Public Works
Managers,
Environmental Planner,
Public Works
Administrative
Assistant, Finance
Director, Public Safety
Director, Deputy
Director of Public
Safety, Deputy
Director/Fire Chief, Fire
Marshall,
City of Fridley Data Practices Policy – Approved March XX, 2021 32
46
Jufn!2/
Appendix A
Administrative
Assistant
Environmental Reports about PublicM.S.13.44City Manager, Public
Private
Complaintsenvironmental Works Director, City
complaints, including Engineer, Assistant
disposition City Engineer, Public
Works Administrative
Assistant, Public Works
Managers, certain
employees on an as
needed basis as part
of a specific work
assignment
Environmental Complaints Private M.S. 13.39; City Manager, Public
Non-Public
Protection Agency or M.S. 13.44 Works Director, City
Minnesota Health Engineer, Assistant
Department Reports City Engineer, Public
Works Managers,
Public Works
Administrative
Assistant, certain
employees on an as
needed basis as part
of a specific work
assignment
Private
Mailing and Email Lists List of affected parties, M.S. 13.548City Manager, Public
project notification lists Works Director, City
including email subscriber Engineer, Assistant
information City Engineer, Public
Works Administrative
Assistant,
Environmental Planner
Notice of Utility Notice of private and Private M.S. City Manager, Public
Non-Public
Disconnection public utility gas or 216B.0976 Works Director, Public
electric disconnections Works Utility Manager,
Public Works
Administrative
Assistant
Permit and License Permit and license Public M.S. 13.37 City Manager, Public
Private
Applications applications and summary Works Director, City
data – includes Engineer, Assistant
telecommunications, City Engineer,
right-of-way, utility, site Engineering
applications and business Technicians, Public
license applications Works Managers,
Public Works Lead,
Public Works Utilities
Staff, Public Works
City of Fridley Data Practices Policy – Approved March XX, 2021 33
47
Jufn!2/
Appendix A
Administrative
Assistant, certain
employees on an as
needed basis as part
of a specific work
assignment
Non-Public
Public and Utility Building plans, computer M.S. 13.37 City Manager, Public
Facilities coding systems used to subd. 1b Works Director, Public
provide security and Works Managers,
operation of public utility Public Works Facilities
services and building Coordinator, certain
security systems. employees on an as
needed basis as part
of a specific work
assignment
Non-Public
Public Utility Streets, storm sewer, M.S. 13.37 City Manager, Public
Infrastructure public utility designs, Works Director, City
drawings, schematics Engineer, Assistant
City Engineer,
Engineer, Engineering
Technician, Public
Works Managers,
Public Works Lead,
Public Works Service
Workers, Public Works
Facilities Coordinator,
Public Works Fleet
Coordinator, Public
Works Administrative
Assistant, certain
employees on an as
needed basis as part
of a specific work
assignment
Site PlansEngineering plans, design Public M.S. 13.37 City Manager, Public
specifications, structural Private subd. 1b Works Director, City
and utility plans Non-Public Engineer, Assistant
City Engineer, Public
Works Utilities Staff,
City Forester, Public
Works Administrative
Assistant,
Environmental Planner,
Community
Development Director,
Planning Manager,
Building Inspector,
Permit Coordinator
City of Fridley Data Practices Policy – Approved March XX, 2021 34
48
Jufn!2/
Appendix B
DATA PRACTICES REQUEST FORM
Contact Information
NameDate
Street AddressCity, State, Zip
PhoneEmail Address
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 requestor is the subject of the data, the City must respond within 10
business days of the request, excluding Saturdays, Sundays and City holidays. If the requestor 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 requestor
regarding the nature of the request and what an appropriate response time may be.
I am requesting access to data in the following way:
Inspection Copies Both inspection and copies
Summary Data (see page four of this Policy)
Data Requested:
Describe the data you are requesting as specifically as possible (attach additional sheets if necessary):
Submit this form to:
Name: City Clerk’s Office
Address: 7071 University Avenue NE, Fridley, MN 55432
Email: clerk@fridleymn.gov Phone: 763-572-3523
Completed by the City of Fridley
Information classified as: Public Non-Public Private Protected Non-Public Confidential
Action: Approved Denied (explain below) Approved in part (explain below)
Remarks for denial, including Minnesota Statute:
______________________________________________________________________________________________________________________________
Charges: Identity verified for private information by:
None Identification
_____ Page copies (.25 cents per page) Comparison with signature on file
_____ Other (explain below) Personal knowledge
____________________________________________________ Other: ________________________________________________
Authorized Signature:__________________________________________________
City of Fridley Data Practices Policy – Approved March XX, 2021 35
49
Jufn!2/
Appendix C
RELEASE OF INFORMATION
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.
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 60 days after signing.
_____________________________________
Printed name of data subject
_____________________________________ _____________________________________
Signature of data subject Date
_____________________________________ _____________________________________
Parent/Guardian signature (if needed) Date
If you have a question about anything in this consent, or would like more explanation before you
sign it, please contact the City Clerk’s Office located at 7071 University Avenue NE, or at
clerk@fridleymn.gov or 763-572-3523.
Completed by the City of Fridley
Identity verified for release of not public data on an individual by: Identification Comparison with signature on file
Personal knowledge Other: ________________________________________________
Authorized Signature:__________________________________________________
City of Fridley Data Practices Policy – Approved March XX, 2021 36
4: