4.2 ERMUSR 03-13-2018 - Laserfiche WebLink

Home Browse Search

Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Michelle Canterbury—Executive Administrative Assistant MEETING DATE: AGENDA ITEM NUMBER: March 13, 2018 4.2 SUBJECT: Data Practices Policy ACTION REQUESTED: Adopt, by motion, a resolution appointing General Manager Troy Adams as the Responsible Authority, and Executive Administrative Assistant Michelle Canterbury as the Data Practices Compliance Official. BACKGROUND: On October 10, 2017,the Commission adopted Governance Policy G.4p External Communications. The policy addressed the protection of information that has been designated as confidential, except in those situations where the release of such information has been explicitly authorized by the Commission or required by law or regulation, including the Minnesota Data Practices Act(Minnesota Statutes, Chapterl3). The policy also delegated responsibility to the General Manager to adopt appropriate management policies and procedures to ensure that ERMU management and staff is fully aware of their individual responsibilities and limitations with respect to information management and external communications. The management policies were to include a data practices policy. DISCUSSION: Staff worked with legal counsel to create a management Data Practices Policy which states that ERMU complies with the Minnesota Government Data Practices Act, and has established policies and procedures to ensure requests for government data are received and compiled with an appropriate and prompt manner. In an effort to process data requests, and meet the State Statute requirements, two data access policies/guides have been developed: one for members of the public requesting information; and the other for data subjects requesting information about themselves. These guides will be updated on an annual basis, and at any other time necessary to reflect changes in personnel,procedures, or other circumstances that impact the public's ability to access the data. The guides will also be made available to the public via ERMU's website. Attached are the policies for reference. As part of the Data Practices Policy, ERMU is required by State Statute to appoint an employee as the Responsible Authority to administer the requirements of government data within the utility, and a Data Practices Compliance Official whom persons may direct questions or concerns regarding problems in obtaining access to data or other data practices problems. Staff recommends the appointment of General Manager Troy Adams as the Responsible Authority, and Executive Administrative Assistant Michelle Canterbury as the Data Practices Compliance Official. Page 1 of 2 160