10-27-25 - City Council Agenda - Laserfiche WebLink

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Page 9 Personnel files will be maintained by the Administration Department. The City Administrator shall assure that access is provided only to the parties listed above. The identity and authority of an individual who seeks to gain access to private data must be confirmed. The time that access is available is limited to city hall business hours. No fees shall be charged in cases where the data subject only wishes to view private data. Fees may be charged for providing copies. 1.6 Minnesota Personnel Record Review and Access Act The Minnesota Personnel Record Review and Access Act provide the following rights and remedies to employees regarding their personnel files: • Employees have a right to review their file, upon a written request made in good faith, once every six months while employed. • After termination, employees may review their records once annually for as long as the City maintains the record. • The City must comply with an employee’s written request to review his or his file within seven work days from date of request. • After the review, the employee may request, in writing, a copy of the record at no charge to the employee. • If the employee disputes information contained in the record and the City does not agree to remove or revise the disputed information, the employee may submit a written statement of up to five pages explaining the employee’s position. This statement will be included in the personnel file for as long as the City maintains it. • If the City violates the statute, employees may bring a civil action to compel compliance and for actual damages and costs. • The City may not retaliate against employees for asserting their rights or remedies under the statute. If the City unlawfully retaliates against an employee, the employee may bring a civil action to compel compliance and for actual damages, back pay, reinstatement, equitable relief, and attorney fees. 1.7 Personal Communications and Use of Social Media It is important for City employees to remember the personal communications of employees may reflect on the City, especially if employees are commenting on city business or commenting on issues that implicate their city employment. As city representatives, employees share in the responsibility of earning and preserving the public’s trust in the City. An employee’s own personal communications, such as on social media, can have a significant impact on the public’s belief that all city staff will carry out City functions faithfully and impartially and without regard to factors such as race, sex/gender, religion, national origin, disability, sexual orientation, or other protected categories. Non-personal communications (performed within one’s job duties) to members of the public must be professional at all times. The following guidelines apply to personal communications, including various forms such as social media Page 70 of 166