The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public.  Government data is a term that means all recorded information a government entity has, including paper, email, DVDs, photographs, etc.

The Government Data Practices Act also provides that this government entity must keep all government data in a way that makes it easy for you, as a member of the public, to access public data.  You have the right to look at (inspect), free of charge, all public data that we keep.  You also have the right to get copies of public data.  The Government Data Practices Act allows us to charge for copies.  You have the right to look at data, free of charge, before deciding to request copies. 

The Government Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement.  (For example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request.)  In addition, the Government Data Practices Act does not require us to answer questions that are not requests for data.

Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals.  The preparation of summary data is not a means to gain access to private or confidential data. We will prepare summary data if you make your request in writing and pre-pay for the cost of creating the data.  

Inquiries regarding government data created, maintained or disseminated by Stillwater City Offices are to be made during normal business hours (daily 8:00 a.m. to 4:30 p.m., excluding weekends and holidays) to:

Responsible Authority

Joseph Kohlmann, City Administrator
Phone: 651-430-8800
Fax: 651-430-8809
Email

Data Practices Compliance Official

Beth Wolf, City Clerk
Phone: 651-430-8800
Fax: 651-430-8809
Email

Data Practices Designee(s)

Administration:

City Clerk - Beth Wolf
Human Resources - Saige Kroells
Finance - Sharon Provos

Safety Services:

Police Department - Nate Meredith
Fire Department - Stuart Glaser

NOTE:  Chief of Police, is the designee who will receive data requests in the absence of any of the above-named Police Department designee. Deputy Fire Chief is the designee who will receive data requests in the absence of any of the above-named Fire Department designee.

Public Services:

Building Inspections - Cindy Shilts
Engineering - Shawn Sanders
Economic Development Authority - Joe Kohlmann
Planning - Jason Zimmerman
Public Works/Parks - Shawn Sanders

NOTE:  Beth Wolf, City Clerk, is the designee to receive data requests in the absence of any of the above-named Public Services designees.

Inspection of data at City Hall, 216 4th St N is free

This government entity charges members of the public for copies or electronic transmittals of government data.  These charges are authorized under Minnesota Statutes, Section 13.03, Subd. 3. 

Note:  You must pay for the pages (copies or electronic transmittals) before we will provide them to you.

For 100 or fewer pages:    

Electronically Stored Data (pdf) Copies, 100 or fewer pages of letter or legal size = Actual Cost (minimum rate is $34.50/hr)

25¢ per side for black and white hard copy pages of letter or legal size

Color or print hard copy pages per side
    $2.00 for 1-5 pages letter size
    $1.75  for 6-50 pages letter size
    $2.50 for 1-5 pages legal size
    $2.25 for 6-50 pages legal size
    $3.00 for 1-5 pages tabloid size (11x17)
    $2.75 for 6-50 pages tabloid size (11x17)

More than 100 pages or other types of copies:  Actual cost and may require a $300 Data Practices Research Deposit 

The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g. sending the data by email or via Dropbox or similar program).

In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, Flash Drive, etc.), and mailing costs (if any).  If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies. 

The cost of employee time to search for data, retrieve data, and make copies is the current year Administration Secretary hourly rate.  If, because of the subject matter of your request, we find it necessary for a higher-paid employee to search for and retrieve the data, we will calculate the search and retrieval portion at their rate.

Data on CD/DVD/Flash Drive:   $15.00
Sometimes data is too large to email therefore it may need to be saved onto a CD/DVD/Flash Drive.  Fees for the costs of pages and postage are separate.

Upon receiving your request, we will work to process it. 

• If we do not have the data, we will notify you in writing via email or mailed letter as soon as reasonably possible.
• If we have the data, but the data is not public, we will notify you as soon as reasonably possible and state which specific law says the data is not public.
• If we have the data, and the data is public, we will respond to your request appropriately and promptly, within 14 business days of receipt of the request by doing one of the following:
  • arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or
  • provide you with copies of the data within 14 business days. You may choose to pick up your hard copies, or we will mail or email to you.
  • If you want us to mail you the hard copies or flash drive, you will need to provide us with an address and pay actual postage fees.
  • Electronic transmittal (email) or electronic copies (flash drive) are available if we have the data in electronic format and rates apply.

We will arrange for you to pre-pay for the charges.  The City does not maintain an escrow account for public document requests.

If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know.  We will give you an explanation if you ask.