ITEM 3.5 Resolution 2018-37(00
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MINNSSOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Clerk Loff
May 29, 2018
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent Agenda
City Administrator/Finance Director Flaherty
City Attorney MacArthur
3.5
STRATEGIC VISION
MEETS:
THE CITY OF OTSEGO:
X
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
Adopt Resolution 2018-37 Regarding Employee Access to Not Public Data.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
City staff recommends adoption of Resolution 2018-37. By adopting this resolution, the City satisfies the
requirement in Minnesota Statutes, Sec 13.05, Subd 5, to establish procedures ensuring appropriate access
to not public data. Approval of this Resolution will authorize the City Administrator to insert the language
from Exhibit A into the job descriptions of the employees that may have access to the data. Those job titles
have been outlined in the attached Resolution.
Example of some of the not public data would be;
• Social Security Numbers
• Credit cards information/numbers
• Drug testing
• Some rental information
• Information created, collected or maintained for notification purposes
• Name of applicant (public only once have been considered a finalist)
• Identity of any person making a complaint concerning a code violation
Actions for ensuring appropriate access include;
• Password protecting employee computers and locking computers before leaving the workstation.
• Securing not public data within a locked workstation or locked in file cabinets.
• Shredding not public data before disposing of them.
SUPPORTING DOCUMENTS ATTACHED:
• Resolution 2018-37
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
Motion to Adopt Resolution 2018-37 Regarding Employee Access to Not Public Data.
BUDGET INFORMATION
FUNDING: BUDGETED:
N/A N/A
CITY OF OTSEGO
COUNTY OF WRIGHT
STATE OF MINNESOTA
RESOLUTION NO. 2018-37
RESOLUTION REGARDING EMPLOYEE ACCESS TO NOT PUBLIC
DATA
WHEREAS, the City and its employees have from time to time access to data that
is classified as not public data on individuals; and
WHEREAS, certain City employees will have regular access to not public data in
the course of their regular employment duties; and
WHEREAS, other City Employees in the course of their regular employment
activities may from time to time have access to not public data; and
WHEREAS, the duties and responsibilities of the employees in relation to not
public data should be a part of those employee's job descriptions; and
WHEREAS, the City should include specific language regarding access to not
public data in the job descriptions of employees that may be exposed to such data,
similar to language as set forth in attached Exhibit A.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of
Otsego, Wright County, Minnesota as follows;
l . The City Administrator is hereby authorized to insert language the same or
similar to that as set forth on Exhibit A into the existing job description of
the following employees who may regularly or occasionally be required to
deal with not public data; City Administrator, Finance Director, City Clerk,
Human Resource Generalist/Deputy Clerk, Accountant, Building Permit
Technician, Administrative Assistant, Utility Billing Clerk, Receptionist
Office Assistant, Park and Recreation Director, Street Operations Manager,
Administrative Assistant -Parks & Rec and Utility Manager.
2. Inclusion of this language within the job descriptions asset forth above in
no way modifies the terms and conditions of the employees as set forth in
the existing job descriptions.
ADOPTED this 29th day of May, 2018 by the City Council of Otsego.
MOTION TO ADOPT the Resolution by Council Member
and seconded by Council Member
IN FAVOR:
OPPOSED:
CITY OF OTSEGO
Jessica Stocicamp, Mayor
Tami Loff, City Cleric
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Exhibit A
The incumbent may encounter not public data in the course of these duties.
Any access to not public data should be strictly limited to accessing the data
that are necessary to fulfill the employment responsibility. While data are
being accessed, incumbent should take reasonable measures to ensure the not
public data are not accessed by individuals without a work reason. Once the
work reason to access the data is reasonable finished, incumbent must properly
store the not public data.
If a new work assignment requires access to not public data, the incumbent is
permitted to access no public data for the work assignment purposes only. Any
access to not public data must be strictly limited to the data necessary to
complete the work assignment and after the assignment is completed, the
employee's work assignment no longer requires access.
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