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STAFF REPORT <br />DATE: January 7, 2025 <br /> CONSENT <br /> <br /> <br /> <br />AGENDA ITEM: Designate Data Practices Officials and Approve City’s Data Practices Policy <br />SUBMITTED BY: Julie Johnson, City Clerk <br /> <br />BACKGROUND: <br />MN Statute 13.05 requires the government entity’s Responsible Authority to annually update the <br />City’s Data Practices Policy and make any changes necessary to maintain the accuracy of the <br />document. The policy identifies the types of data the City maintains and how each type of data is <br />classified. In addition, the policy provides for written procedures to ensure data requests are <br />received and complied with in an appropriate, permitted, and prompt manner. <br />The City is required to have two officers to administer responsibilities set forth in the act. The <br />required officers are the Responsible Authority and the Compliance Officer, who by state statute <br />can be, and often are, the same person within a government entity. The Responsible Authority is <br />responsible for collection, use and dissemination of any set of data. The Compliance Officer <br />handles questions or issues with regard to data access. Both of these officials are required to be <br />named specifically, not just as a responsibility assigned to a position. <br /> <br />ISSUE BEFORE COUNCIL: <br />Who should the Council appoint as the City’s Data Practices Responsible Authority and Compliance <br />Officer? <br /> <br />PROPOSAL: <br />The City Council is asked to appoint Data Practices Officials and approve the Data Practices Policy. <br /> <br />OPTIONS: <br />City Clerk Johnson is currently the City’s Data Practices Responsible Authority and Compliance Officer. <br />In the past, the City Clerk and Deputy Clerk have been appointed to fill these roles. <br /> <br />RECOMMENDATION: <br />The City Council is respectfully requested to approve Resolution 2025-003, Designating the City’s <br />Data Practices Officials and Approving City’s Data Practices Policy. There are no changes from <br />the prior Data Practices Policy other than updates to the dates. As part of its consent agenda, no <br />specific motion is required. If Council wishes to remove this item from the consent agenda, the <br />recommended motion is as follows: <br />“Move to adopt Resolution 2025-003 Designating City’s Data Practices <br />Officials and Approving City’s Data Practices Policy” <br /> <br />ATTACHMENTS: <br />• Resolution 2025-003 <br />• City of Lake Elmo Data Practices Policy