2021 Data Practices Policy for Public
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IĻƓƓĻƦźƓ /ƚǒƓƷǤͲ aźƓƓĻƭƚƷğ
Data Practices Policy for Public
1
Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone
Right to access public data
The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government
data are public unless a state or federal law says the data are not public. Government data is a term that
means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs,
photographs, etc.
The Government Data Practices Act also provides that this government entity must keep all government
data in a way that makes it easy for you, as a member of the public, to access public data. You have the
right to look at (inspect), free of charge, all public data that we keep. You also have the right to get
copies of public data. The Government Data Practices Act allows us to charge for copies. You have the
right to look at data, free of charge, before deciding to request copies.
How to make a data request
You can look at data, or request copies of data that this government entity keeps. Make your written
request for data to the appropriate individual listed in the Data Practices Contacts on page 4. You may
make your request via email, fax, mail, or in person using the form on page 6.
If you choose not use to use the data request form, your request should include:
You are making a request for public data under the Government Data Practices Act (Minnesota
Statutes, Chapter 13).
Whether you would like to inspect the data, have copies of the data, or both.
A clear description of the data you would like to inspect or have copied.
This government entity cannot require you, as a member of the public, to identify yourself or explain the
reason for your data request. However, depending on how you want us to process your request (if, for
example, you want us to mail you copies of data), we may need some information about you. If you
choose not to give us any identifying information, we will provide you with contact information so you
may check on the status of your request. In addition, please keep in mind that if we do not understand
your request and have no way to contact you, we will not be able to begin processing your request.
How we respond to a data request
Upon receiving your request, we will work to process it.
If it is not clear what data you are requesting, we will ask you for clarification.
If we do not have the data, we will notify you in writing within 10 business days.
If we have the data, but the data are not public, we will notify you as soon as reasonably
possible and state which specific law says the data are not public.
If we have the data, and the data are public, we will respond to your request appropriately and
promptly, within a reasonable amount of time by doing one of the following:
o Arrange a date, time, and place to inspect data, for free, if your request is to look at the
data, or
Data Practices Policy for Public
2
Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone
o Provide you with copies of the data as soon as reasonably possible. You may choose to
pick up your copies, or we will mail or fax them to you. We will provide electronic copies
(such as email or CD-ROM) upon request if we keep the data in electronic format.
Information about copy charges is on page 5. We will provide notice to you about our requirement to
prepay for copies.
If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please
let us know. We will give you an explanation if you ask.
The Government Data Practices Act does not require us to create or collect new data in response to a
data request if we do not already have the data, or to provide data in a specific form or arrangement if
we do not keep the data in that form or arrangement (for example, if the data you request are on paper
only, we are not required to create electronic documents to respond to your request). If we agree to
create data in response to your request, we will work with you on the details of your request, including
cost and response time.
In addition, we are not required under the Government Data Practices Act to respond to questions that
are not specific requests for data.
Requests for summary data
Summary data are statistical records or reports that are prepared by removing all identifiers from
private or confidential data on individuals. The preparation of summary data is not a means to gain
access to private or confidential data. We will prepare summary data if you make request in writing and
pre-pay for the cost of creating the data.
Upon receiving your written request you may use the data request form on page 6 we will respond
within ten business days with the data or details of when the data will be ready and how much we will
charge.
Data Practices Policy for Public
3
Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone
Data Practices Contacts
Responsible Authority
Name: Sandie Thone, City Clerk/Human Resources Director
Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331
Phone number/email address:
Phone: 952-960-7900, Email: sthone@ci.shorewood.mn.us
Data Practices Compliance Official
Name: Sandie Thone, City Clerk/Human Resources Director
Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331
Phone number/email address:
Phone: 952-960-7900, Email: sthone@ci.shorewood.mn.us
Data Practices Designee(s)
1) Name: Mike Meehan, Chief of Police, South Lake Minnetonka Police Department
Address: SLMPD, 24150 Smithtown Road, Shorewood, MN 55331
Phone number/email address:
Phone: 952-474-3261, Email: info@southlakepd.com
2) Name: Laura Holtan, Administrator, South Lake Minnetonka Police Department
Address: SLMPD, 24150 Smithtown Road, Shorewood, MN 55331
Phone number/email address:
Phone: 952-474-3261, Email: info@southlakepd.com
3) Name: Brenda Pricco, Deputy Clerk, City of Shorewood
Address: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331
Phone number/email address:
Phone: 952-960-7901, Email: bpricco@ci.shorewood.mn.us
Data Practices Policy for Public
4
Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone
Copy Costs Members of the Public
This government entity charges for copies of government data. These charges are authorized under
Minnesota Statutes, section 13.03, subdivision 3(c).
For 100 or fewer paper copies 25 cents per page
100 or fewer pages of black and white, letter or legal size paper copies cost 25¢ for a one-sided copy, or
50¢ for a two-sided copy.
Most other types of copies actual cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost
of searching for and retrieving the data, and making the copies or electronically transmitting the data
(e.g. sending the data by email).
In determining the actual cost of making copies, we factor in employee time, the cost of the materials
onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If your request is
for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the
actual cost we must pay an outside vendor for the copies.
If, because of the subject matter of your request, we find it necessary for a higher-paid employee to
search for and retrieve the data, we will calculate the search and retrieval portion of the copy charge at
the higher salary/wage.
Data Practices Policy for Public
5
Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone
5ğƷğ wĻƨǒĻƭƷ CƚƩƒ aĻƒĬĻƩƭ ƚŅ ƷŷĻ tǒĬƌźĭ
Request date:
I am requesting access to data in the following way:
Inspection
Copies
Both inspection and copies
bƚƷĻʹ LƓƭƦĻĭƷźƚƓ źƭ ŅƩĻĻ
We will respond to your request as soon as reasonably possible.
Contact information
Name:
Address/phone number/email address:
Note: You do not have to provide any contact information. However, if you want us to mail/email you
copies of data, we will need some type of contact information. In addition, if we do not understand your
request and need to get clarification from you, without contact information we will not be able to begin
processing your request until you contact us.
These are the data I am requesting:
Describe the data you are requesting as specifically as possible.
Data Practices Policy for Public
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Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone
Minnesota Statutes, section 13.025, subdivisions 2 and 3, require government entities to prepare
written policies that relate to public access to government data, and rights of subjects of data and
Minnesota Statutes, section 13.03, subdivision 2, requires entities to establish procedures so that data
requests are complied with appropriately and promptly.
Minnesota Statutes, section 13.073, subd. 6, requires the Commissioner of Administration to prepare
model policies and procedures to help government entities comply with those requirements. Entities
that choose to adopt the l policies must notify the Commissioner. Please use the
following statement to notify the Commissioner if you choose to adopt the model policies and
procedures.*
Notice to Commissioner of Administration: Adoption of Model Policies
The City of Shorewood
Data Subjects. This notice to the Commissioner satisfies obligation under
Minnesota Statutes, section 13.073, subdivision 6.
Sandie Thone
City Clerk and Data Practices Responsible Authority
Adoption of Model Policy Notice to Commissioner of Administration Submitted May 8, 2017.
*DƚǝĻƩƓƒĻƓƷ ĻƓƷźƷźĻƭ ƒğǤ ƭǒĬƒźƷ Ʒŷźƭ ƓƚƷźŅźĭğƷźƚƓ ĬǤ ƒğźƌ ƚƩ Ļƒğźƌʹ
Commissioner of Administration
c/o Information Policy Analysis Division (IPAD)
201 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
info.ipad@state.mn.us
Data Practices Policy for Public
7
Annual Review and Update
Dated 5/24/2021 MN 13.025 and 13.03; Sandie Thone