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RESOLUTION 80-2 RESOLUTION APPOINTING A RESPONSIBLE 411 AUTHORITY AND ASSIGNING DUTIES WHEREAS, the Minnesota Government Data Practices Act, Minnesota Statutes, Sections 15.1611 to 15.1698 as amended, requires that the City of Elk River appoint one person as the Responsible Authority to administer the requirements for collection, storage, use and dissemination of data on individuals, govern- ment data, and summary data, within the City of Elk River; and, WHEREAS, the City Council is concerned with the responsible use of City data and wishes to satisfy this concern by immediately appointing an administra- tively qualified Responsible Authority as required under the Act and assigning duties to that person. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ELK RIVER, MINNESOTA: 1. . The City Council of Elk River, Minnesota, appoints the City Clerk as the Responsible Authority for the purposes of meeting all requirements of the Minnesota Government Data Practices Act, Minnesota Statutes, Sec- tion 15,1611 through 15,1698, as amended. 2. The Responsible Authority may designate a City employee or employees to assist in the administration and enforcement of the duties of the Responsible Authority and to be in charge of individual files or systems containing government data and to receive and comply with requests for • government data. If the Responsible Authority appoints a designee or designees, this appointment must be in writing, and the City Council shall be provided a copy of the appointment. If designees are appointed, the Responsible Authority shall instruct the designees in the requirements of administering and enforcing the Minnesota Government Data Practices Act. 3. The duties of the Responsible Authority and designees are as follows: a. The Responsible Authority shall keep records containing govern- ment data in such an arrangement and condition as to make them easily accessible for convenient use by the public. Photographic, photo- static, microphotographic, or microfilmed records shall be considered as accessible for convenient use regardless of the size of these records. b. The Responsible Authority shall establish procedures to insure that requests for government data are received and complied with in an appropriate and prompt manner. c. The Responsible Authority or designee shall, upon request by any person, permit that person to inspect and copy government data during the normal business hours of the City and at places provided by the Responsible Authority, and if the person requests, that person shall be informed of the data's meaning. The Responsible Authority or designee shall provide copies of government data upon request. The • Responsible Authority or designee shall require the requesting person to pay the actual cost of making, certifying and compiling the copies. If the Responsible Authority or designee is not able to provide copies at the time a request is made, the Responsible Authority or designee shall supply copies as soon as reasonably possible. If the Responsible Authority or designee determines that the requested government data is