24-036 Accepting a LAX Net Donation from Minnetonka Lacrosse AssociationCITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 24-035
2024 CITY DATA PRACTICES POLICIES
Minnesota State Statutes, sections 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 State Statutes, section 13.03, subdivision 2 requires entities to establish
procedures that data requests are complied with appropriately and promptly; and
Minnesota State Statute §13.025, subdivision 2, specifically requires that the Data Practices
Responsible Authority shall prepare a written data access policy and update it no later than
August 1 of each year, and at any other time as necessary to reflect changes in personnel,
procedures, or other circumstances that impact the public's ability to access data; and
The City of Shorewood and the Responsible Authority have successfully created and updated
the following policies: Data Practices Policy for Data Subjects and Data Practices Policy for
Members of the Public which reflect the most current and relevant information and have been
updated to include the most recent changes in personnel and appointments; and
Approval of these policies will satisfy the government entity annual review and update
obligations and requirements for the year 2024 pursuant to MN state law.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, the City of
Shorewood Data Practices Policy for Data Subjects and Data Practices Policy for Members of the
Public are approved.
ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 28th day of May 2024.
ATTEST:
Sandie Thone, City Clerk
Jenplifer La die, Mayor
Data Practices Policy
for Data Subjects
City of Shorewood
Hennepin Count)� Minnesota
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 IVIN 13.025 and 13.03;Sandie Thone
Data about you
The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have
certain rights related to a government entity collecting, creating, and keeping government data about
them. You are the subject of data when you can be identified from the data. Government data is a term
that means all recorded information a government entity has, including paper, email, flash drives, CDs,
DVDs, photographs, etc.
Classification of data about you
The Government Data Practices Act presumes that all government data are public unless a state or
federal law says that the data are not public. Data about you are classified by state law as public,
private, or confidential. See below for some examples.
Public data
We must give public data to anyone who asks. it does not matter who is asking for the data or why the
person wants the data. The following is an example of public data about you:
Exarc,Esle: John Srnith, 5000 Smith Dr, Srnlithtc wn,, ;� N 5-500 ;
License opplicontfor On -Sole f_igr�or t- ice nse for Smithtown Liquors
We cannot give private data to the general public, but you can have access to private data when the
data are about you. We can share your private data with you, with someone who has your permission,
with our government entity staff who have a work assignment to see the data, and to others as
permitted by law or court order. The following is an example of private data about you:
I x n, le i,f Sf rttr's Sociof Secc,ritl Nutnbcr. 468 88-XX XX
Confidential data
Confidential data have the most protection. Neither the public nor you can get access even when the
confidential data are about you. We can share confidential data about you with our government entity
staff who have a work assignment to see the data, and to others as permitted by law or court order. We
cannot give you access to confidential data. The following is an example of confidential data about you:
E=xomple: John Srr,ith os rrrond tec reporter o, cc rnplohv regarding child obLlse
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
Your rights under the Government Data Practices Act
The City of Shorewood must keep all government data in a way that makes it easy for you to access data
about you. Also, we can collect and keep only those data about you that we need for administering and
managing programs that are permitted by law. As a data subject, you have the following rights.
Access to your data
You have the right to look at (inspect), free of charge, public and private data that we keep about you.
You also have the right to get copies of public and private data about you. 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.
Also, if you ask, we will tell you whether we keep data about you and whether the data are public,
private, or confidential.
As a parent, you have the right to look at and get copies of public and private data about your minor
children (under the age of 18). As a legally appointed guardian, you have the right to look at and get
copies of public and private data about an individual for whom you are appointed guardian.
Minors have the right to ask this government entity not to give data about them to their parent or
guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your
request in writing and to include the reasons that we should deny your parents access to the data. We
will make the final decision about your request based on your best interests. Minors do not have this
right if the data in question are educational data maintained by an educational agency or institution.
When we collect data from you
When we ask you to provide data about yourself that are not public, we must give you a notice. The
notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we
collect from you. Usually, we can use and release the data only in the ways described in the notice.
We will ask for your written permission if we need to use or release private data about you in a different
way, or if you ask us to release the data to another person. This permission is called informed consent.
If you won' o's to doto to anonher person,
you rnust use the consent Jorm we provide.
Protecting your data
The Government Data Practices Act requires us to protect your data. We have established appropriate
safeguards to ensure that your data are safe.
In the unfortunate event that we determine a security breach has occurred and an unauthorized person
has gained access to your data, we will notify you as required by law.
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
When your data are inaccurate and/or incomplete
You have the right to challenge the accuracy and/or completeness of public and private data about you.
You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right
to challenge data about you.
How to make a request for your data
You can look at data, or request copies of data that the City of Shorewood keeps about you, your minor
children, or an individual for whom you have been appointed legal guardian. Make your request for data
to the appropriate individual listed in the Data Practices Contacts on page 6.
We prefer you use the data request from on Page 8 for all data requests. If you choose not to use the
data request form, your request should include:
• You are making a request, under the Government Data Practices Act (Minnesota Statutes,
Chapter 13), as a data subject, for data about you.
• 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.
• Identifying information that proves you are the data subject, or data subject's parent/guardian.
The City of Shorewood requires proof of your identity before we can respond to your request for data.
If you are requesting data about your minor child, you must show proof that you are the minor's parent.
If you are a guardian, you must show legal documentation of your guardianship. Please see the
Standards for Verifying Identity located on page 9.
How We respond to a data request
Once you make your request, we will work to process your request.
• If it is not clear what data you are requesting, we will ask you for clarification.
in writing within 10 business drays.
• If we have the data, but the data are confidential or private data that are not about you, we will
notify you within 10 business days and state which specific law says you cannot access the data.
• If we have the data, and the data are public or private data about you, we will respond to your
request within 10 business days, 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
o Provide you with copies of the data within 10 business days. 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 7.
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
WE will Provide I-Mi E to YOU C1bout our YE`CulIrenne t to prelrloy o cop/ IeS
After we have provided you with access to data about you, we do not have to show you the data again
for 6 months unless there is a dispute or we collect or create new data about you.
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.
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
Data Practices Contacts
R8Sp00SibleAUth0rity
Name: Sandie Thone,City Clerk/Human Resources Director
Data Practices COrDpliGAO2 Official
Name: Sandie Thone, City Clerk/Human Resources Director
Data Practices Designee(s)
1) Name: Brian Tholen, Chief of Police, South Lake Minnetonka Police Department
Address: SLMPC\2415OSmithtown Road, Shorewood, MIN 5S33l
Phone number/email address:
Phone: 952-474-3261,Email:
2\ Name: Laura Ho(tan,Administrator, South Lake Minnetonka Police Department
Address: SLK4PD'24I5DSmithtown Road, Shorewood, K4N5533l
Phone number/email address:
Phone: 952-474-326l,Email:
3\ Name: Brenda Pricco, Deputy City Clerk, City ofShorewood
Address: City ofShorewood, 5755 Country Club Road, Shorewood, K4WS5331
Phone number/email address:
Phone: 952-960-7901, Email: hpr�iccoci.�shorewood.m-nus
Data Practice Policy for Data Subjects
Annual Review and Update
Dated S/28/2024K4NllO25and 1l03;SandieThone
Cope Costs — Data Subjects
The City of Shorewood charges data subjects for copies of government data. These charges are
authorized under Minnesota Statutes, section 13.04, subdivision 3.
Yv(1 t'f1ii5r pC7yJfC)! hhe C:CpiE'S before we Vfflf,,;ve tO1E''f"Yt to )/Cil.
Actual cast of making the copies
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, flash drive, 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.
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
Data AeOU�3[FO�Dl—A�f�SU��eC[S
. .
7nrequest dotoosodotusu�ectyou mustshow/ovs�ds&rteU) suchosudt0vur'�
Contact information
Data subject name:
Parent/Guardian name (if appUcab|e):
Address:
Phone number/email address:
Staff verification
Request date:
Identification provided:
| am requesting aCCegS to data in the f011oVViDgVV8y:
O Inspection
O[npies
OBoth inspection and copies
VVewill respond toyour request within 10business days.
These are the data |@Dlrequesting:
Describe the data you are requesting as specifically as possible.
Data Practice Policy for Data Subjects
Annual Review and Update n
Dated 5/28/2024INN13.O25and 13.O3;SandieThone
Standards for Verifying Identity
The following constitute proof of identity.
• An adult individual must provide a valid photo ID, such as
o
a state driver's license
o
a military ID
o
a passport
o
a Minnesota ID
o
a Minnesota tribal ID
• A minor individual must provide a valid photo ID, such as
o
a state driver's license
o
a military ID
o a passport
o a Minnesota ID
o a Minnesota Tribal ID
o a Minnesota school ID
• The parent or guardian of a minor must provide a valid photo ID and either
o a certified copy of the minor's birth certificate or
o a certified copy of documents that establish the parent or guardian's relationship to the
child, such as
■ a court order relating to divorce, separation, custody, foster care
■ a foster care contract
■ an affidavit of parentage
• The legal guardian for an individual must provide a valid photo ID and a certified copy of
appropriate documentation of formal or informal appointment as guardian, such as
o court order(s)
o valid power of attorney
Note: Individuals who do not exercise their data practices rights in person must provide either notarized
or certified copies of the documents that are required or an affidavit of ID.
Data Practice Policy for Data Subjects
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
Notice of Adoption of Model Policies
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 Commissioner's model 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 has adopted the Commissioner's Model Policy for the Public and Model Policy for
Data Subjects. This notice to the Commissioner satisfies the City of Shorewood's obligation under
Minnesota Statutes, section 13.073, subdivision 6.
Sandie Thone
City Clerk/Human Resources Director and Data Practices Responsible Authority
Adoption of Model Policy Notice to Commissioner Submitted May 8, 2017
*Government entities may submit this notification by mail or email:
Commissioner of Administration
c/o Information Policy Analysis Division (IPAD)
201 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
info.ioad@state.mn.us
Data Practice Policy for Data Subjects
Annual Review and Update 10
Dated 5/28/2024 MN 13.025 and 13.03;Sandie Thone
Data Practices Policy
for Members of the Public
City of Shorewood
Hennepin County, Minnesota
Data Practices Policy for Public
Annual Review and Update
Dated 5/28/2024 MIN 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.
Now 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
Annual Review and Update
Dated 5/28/2024 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
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03; Sandie Thone
Data Practices Contacts
Responsible Authority
Name: Sandie Thone,City Clerk/Human Resources Director
Data Practices Compliance Official
Name: Sandie Thone, City Clerk/Human Resources Director
Data Practices Designee(s)
1) Name: Brian Tholen, Chief of Police, South Lake Minnetonka Police Department
Address: SLMP[\2415OSmithtown Road, Shorewood, MN55331
Phone number/email address:
Phone: 9S2-474-3261,Email:
2\ Name: Laura Ho|tan,Administrator, South Lake Minnetonka Police Department
Address: SLK4PD,2415OSmithtown Road, Shorewood, K0W5533l
Phone number/email address:
Phone: 95I-474'3261'Ennai|:
3) Name: Brenda Priccu,Deputy City Clerk, City ofShorewood
Address: City ofShorewood, 5755 Country Club Road, Shorewood, k4N5S33l
Phone number/email address:
Phone: 952'96O'79U1,Email:
Data Practices Policy for Public
Annual Review and Update o
Copy Casts --- 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 fever paper copies — 25 cents per page
100 or fewer pages of black and white, letter or legal size paper copies cost 25C for a one-sided copy, or
50C for a two-sided copy.
Most other types of copies — actual cast
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
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03; Sandie Thone
Request date.
I am requesting access to data in the following way:
❑ Inspection
❑ Copies
❑ Both inspection and copies
Note., inspection is free
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 amp requesting:
Describe the data you are requesting as specifically as possible.
Data Practices Policy for Public
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03; Sandie Thone
Notice of Adoption of Model Policies
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 Commissioner's model 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 has adopted the Commissioner's Model Policy for the Public and Model Policy for
Data Subjects. This notice to the Commissioner satisfies the City of Shorewood's 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.
*Government entities may submit this notification by mail or email:
Commissioner of Administration
c/o Information Policy Analysis Division (IPAD)
201 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
infoJpad2state.mn.us
Data Practices Policy for Public
Annual Review and Update
Dated 5/28/2024 MN 13.025 and 13.03; Sandie Thone