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STAFF REPORT DATE: January 2, 2024 CONSENT AGENDA ITEM: Designate Data Practices Officials and Approve City’s Data Practices Policy SUBMITTED BY: Julie Johnson, City Clerk BACKGROUND: MN Statute 13.05 requires the government entity’s Responsible Authority to annually update the City’s Data Practices Policy and make any changes necessary to maintain the accuracy of the document. The policy identifies the types of data the City maintains and how each type of data is classified. In addition, the policy provides for written procedures to ensure data requests are received and complied with in an appropriate, permitted, and prompt manner. The City is required to have two officers to administer responsibilities set forth in the act. The required officers are the Responsible Authority and the Compliance Officer, who by state statute can be, and often are, the same person within a government entity. The Responsible Authority is responsible for collection, use and dissemination of any set of data. The Compliance Officer handles questions or issues with regard to data access. Both of these officials are required to be named specifically, not just as a responsibility assigned to a position. ISSUE BEFORE COUNCIL: Who should the Council appoint as the City’s Data Practices Responsible Authority and Compliance Officer? PROPOSAL: The City Council is asked to appoint Data Practices Officials and approve the Data Practices Policy. OPTIONS: City Clerk Johnson is currently the City’s Data Practices Responsible Authority and Compliance Officer. In the past, the City Clerk and Deputy Clerk have been appointed to fill these roles. RECOMMENDATION: The City Council is respectfully requested to approve Resolution 2024-003, Designating the City’s Data Practices Officials and Approving City’s Data Practices Policy. There are no changes from the prior Data Practices Policy other than updates to the dates. As part of its consent agenda, no specific motion is required. If Council wishes to remove this item from the consent agenda, the recommended motion is as follows: “Move to adopt Resolution 2024-003 Designating City’s Data Practices Officials and Approving City’s Data Practices Policy” ATTACHMENTS: • Resolution 2024-003 • City of Lake Elmo Data Practices Policy