Chapter 3Legislative Policy Manual -- Chapter III 1
LEGISLATIVE POLICY MANUAL
CHAPTER III
Policy 3-A Public Relations
Policy 3-B News Releases
Policy 3-C Cable Television
Policy 3-D Records Retention
Policy 3-E Data Practices
Policy 3-F Web Link Policy
Policy 3-G Social Media Policy
Policy 3-H Electronic Signature Policy
Revised: January 2024
Legislative Policy Manual -- Chapter 3-A 1
POLICY 3-A
PUBLIC RELATIONS
1. PURPOSE
1.01 The purpose of this policy is to establish a philosophy which will guide City employees in
their dealings with the public.
2. GENERAL RULES
2.01 The purpose of the government of the City is to provide the best possible service to our
residents. This service will be provided courteously and efficiently to all residents.
Established 8/18/87
Revised 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 3-B 1
POLICY 3-B
NEWS RELEASES AND THE MEDIA
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for news releases and answering
questions from the media.
2. POLICY
2.01 It is the official City policy that every effort will be made to keep the public informed as to
the actions of the government of the City.
2.02 It is the City Council's intent to provide information and news releases that are accurate,
consistent, and reflect official City policy. All news releases shall emanate from the City
Manager's office.
2.03 The City will release all information to members of the media or the public that is not
protected by the Minnesota data privacy statutes.
3. IMPLEMENTATION
3.01 This policy is fully implemented in the relevant section of the Administrative Policy
Manual.
Established 8/18/87
Revised 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 3-C 1
POLICY 3-C
CABLE TELEVISION
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for the use of municipal public cable
television.
2. CABLECASTS
2.01 The purpose of municipal public television is to inform Hopkins residents on matters of
general public welfare or concern.
2.02 Hopkins will cablecast and stream live all City Council and Planning & Zoning
Commission meetings. Park Board meetings will be replayed on the cable television
channel.
2.03 The City also encourages and supports the use of public access television by City
departments and the public.
3. BULLETIN BOARD
3.01 The Hopkins Cable Bulletin Board is available to advertise the activities of any
government agency or local non-profit organization. Non-profit organizations advertising
events or activities, which occur outside of Hopkins, may be accepted on a space available
basis.
3.02 No advertising will be accepted from for-profit organizations or individuals.
Established 8/18/87
Revised 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 3-D 1
POLICY 3-D
RECORDS RETENTION
1. POLICY
1.01 The Hopkins City Council adopts the Minnesota Records Retention Schedule. The
schedule, its application and administration are detailed in the Administrative Policy
Manual.
Established 8/18/87
City of Hopkins
Legislative Policy Manual - Chapter 3-E 1
POLICY 3-E
DATA PRACTICES POLICY
DATA PRACTICES POLICY
1. POLICY………………………………………………………………….……….. 2
2. DEFINITIONS…………………………………………………………….……... 2
3. REQUESTS FOR GOVERNMENT DATA…………………………….……... 3
4. ACCESS TO DATA ON INDIVIDUALS……………………………….……... 5
5. PERSONNEL DATA……………………………………………………….…… 7
6. CITY ATTORNEY/LEGAL…………………………………………………… 10
7. ELECTED/APPOINTED OFFICIALS……………………………………..… 12
8. COMMUNITY & ECONOMIC DEVELOPMENT DATA………………..... 13
9. HOUSING AGENCY DATA…………………………………………………... 15
10. HOUSING BENEFIT DATA……………………………………………..……. 16
11. SOCIAL RECREATIONAL DATA…………………………………….……... 17
12. MISCELLANEOUS…………………………………………………………….. 17
INDEX…………………………………………………………………………………… 20
Legislative Policy Manual - Chapter 3-E 2
1. POLICY
1.01 It is the policy of the City of Hopkins to provide access to government data, to protect the
rights of data subjects, and to limit the collection of data to that necessary to carry out the
mission of the City. To this end the City of Hopkins has designated the City Clerk as the
Responsible Authority for government data.
2. DEFINITIONS
2.01 "Commissioner" means the Commissioner of the Department of Administration. (M.S.
13.02, Subd. 2.)
2.02 "Confidential data on individuals" means data that is: (a) not public and is inaccessible
to the individual subject of that data; or (b) collected by a civil or criminal investigative
agency as part of an active investigation undertaken for the purpose of the commencement
of a legal action. Confidential data on individuals does not include arrest information that
is reasonably contemporaneous with an arrest or incarceration. (M.S. 13.02, Subd. 3)
2.03 "Data not on individuals" means all government data that is not data on individuals.
(M.S. 13.02, Subd. 4.)
2.04 "Data on individuals" means all government data in which any individual is or can be
identified as the subject of that data, unless the appearance of the name or other identifying
data can be clearly demonstrated to be only incidental to the data and the data is not
accessed by the name or other identifying data of any individual. (M.S. 13.02, Subd. 5.)
2.05 "Designee" means any person designated by a Responsible Authority to be in charge of
individual files or systems containing government data, and to receive and comply with
requests for government data. (M.S. 13.02, Subd. 6.)
2.06 "Government data" means all data collected, created, received, maintained, or
disseminated by the City regardless of its physical form, storage media, or conditions of
use. (M.S. 13.02, Subd. 7.)
2.07 "Individual" means a natural person. In the case of a minor, "individual" includes a parent
or guardian or an individual acting as a parent or guardian in the absence of a parent or
guardian, except that the Responsible Authority shall withhold data from parents or
guardians, or individuals acting as parents or guardians in the absence of parents or
guardians, upon request by the minor, if the Responsible Authority determines that
withholding the data would be in the best interest of the minor. (M.S. 13.02, Subd. 8.)
2.08 "Nonpublic data" means data not on individuals that is: (a) not public; and (b) accessible
to the subject of the data. (M.S. 13.02, Subd. 9.)
2.09 "Person" means any individual, partnership, corporation, association, business trust, or a
legal representative of an organization. (M.S. 13.02, Subd. 10.)
2.10 "Private data on individuals" means data that is: (a) not public; and (b) accessible to the
individual subject of the data. Private data on individuals does not include arrest
information that is reasonably contemporaneous with an arrest or incarceration. (M.S.
13.02, Subd. 12.)
2.11 "Protected nonpublic data" means data not on individuals that is: (a) not public; and (b)
not accessible to the subject of the data. (M.S. 13.02, Subd. 13.)
2.12 "Responsible Authority" means the individual designated by the City Council as the
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individual responsible for the collection, use and dissemination of any set of data on
individuals, government data, or summary data, unless otherwise provided by state law.
(M.S. 13.02, Subd. 16.)
2.13 "Security information" means government data, the disclosure of which, would be likely
to jeopardize the security of information, possessions, individuals, or property. "Security
information" includes crime prevention block maps and lists of volunteers who participate
in community crime prevention programs and their home addresses and telephone
numbers. (M.S. 13.37, Subd. 1a.)
2.14 "Summary data" means statistical records and reports derived from data on individuals
but in which individuals cannot be identified. (M.S. 13.02, Subd. 19.)
2.15 "Trade secret information" means government data, including a program or process (a)
that was supplied by an individual or organization; (b) that is the subject of efforts by the
individual or organization to maintain its secrecy; and (c) that derives economic value from
not being generally known to other persons who can obtain economic value from its
disclosure or use. (M.S. 13.37, Subd. 1b.)
3. REQUESTS FOR GOVERNMENT DATA
(See also Responding to Requests for Government Data)
(M.S. 13.03, Subd. 3)
3.01 Public data. All information maintained by the City is public unless there is a specific
statutory designation that gives it a different classification.
3.02 Requests for access to public data.
• People Entitled to Access. Any person has the right to inspect and copy public data.
The person also has the right to have an explanation of the meaning of the data. The
person does not need to state his or her name or give a reason for the request.
• Form of Request. The request for public data may be verbal or written.
• Time Limits. Requests will be received and processed only during normal business
hours. Information should be supplied immediately or as soon as reasonably possible.
If copies are requested, and they cannot be made at the time of the request, copies must
be supplied as soon as reasonably possible.
• Fees. Fees may be charged only if the requesting person asks for a copy or electronic
transmittal of the data. Fees will be charged according to the City’s standard
photocopying policy unless significant time is required. In that case, the fee will include
the actual cost of searching for, retrieving, and making, certifying, and compiling copies
or electronically transmitting the data, including the cost of employee time. However, if
100 or fewer pages of black and white, letter or legal size paper copies are requested,
the City shall charge no more than 25 cents for each page copied. The fee may not
include time necessary to separate public from non-public data.
• The Data Practices Act does not require the City 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. If
the City agrees to create data in response to a request, the City will provide an estimate
of the cost and response time.
3.04 Requests for data with commercial value. When a request involves copies of public
government data that has commercial value and is an entire program, technique, process,
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data base, or system developed with a significant expenditure of public funds by the City,
the Responsible Authority may charge a reasonable fee for the information in addition to
the costs of making, certifying, and compiling the copies. Any fee charged must be clearly
demonstrated by the City to relate to the actual development costs of the information. The
Responsible Authority, upon the request of any person, shall provide sufficient
documentation to explain and justify the fee being charged.
3.05 Denying access to data. If the Responsible Authority or designee determines that the
requested data is classified and to denies the requesting person access, the Responsible
Authority or designee shall inform the requesting person of the determination either orally
at the time of the request, or in writing as soon as possible. The Responsible Authority
shall cite the specific statutory section, temporary classification, or specific provision of
federal law on which the determination is based. (M.S. 13.03, Subd. 3)
3.06 Change to classification of data not on individuals. Except for security information,
nonpublic and protected nonpublic data shall become public either 10 years after the
creation of the data by the City or 10 years after the data was received or collected by the
City unless the Responsible Authority reasonably determines that, if the data were made
available to the public or to the data subject, the harm to the public or to a data subject
would outweigh the benefit to the public or data subject. (M.S. 13.03, Subd. 8)
3.07 Effect of changes in classification of data. Unless otherwise expressly provided by a
particular statute, the classification of data is determined by the law applicable to the data
at the time a request for access to the data is made, regardless of the data's classification at
the time it was collected, created, or received. (M.S. 13.03, Subd. 9)
4. ACCESS TO DATA ON INDIVIDUALS
(See also Data on Individuals)
4.01 Collection and storage of government data and data on individuals by employees and
agents of the City shall be limited to that necessary for the administration and management
of programs specifically authorized by the federal government, legislature, and this city.
4.02 Private or confidential data on an individual shall not be collected, stored, used, or
disseminated by this city for any purposes other than those stated to the individual at the
time of collection in accordance with M.S. 13.04, except as provided below. Data
collected prior to August 1, 1975, which has not been treated as public, may be used and
disseminated for the purposes for which the data was originally collected or for purposes
which are specifically approved by the Commissioner as necessary to public health, safety,
or welfare.
4.03 People Entitled to Access
1. Private or confidential data may be used and disseminated to individuals or agencies
specifically authorized access to that data by state, local or federal law enacted or
promulgated after the collection of the data.
2. Private or confidential data may be used and disseminated to individuals or agencies
subsequent to the collection of the data when specifically approved by the
Commissioner as necessary to carry out a function assigned by law.
3. Private or confidential data may be used and disseminated to any person or agency, if
the individual subject or subjects of the data have given their informed consent.
Informed consent shall include a statement which is:
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a) in plain language;
b) dated;
c) specific in designating the particular persons or agencies the data subject is
authorizing to disclose information about the data subject;
d) specific as to the nature of the information the subject is authorizing to be disclosed;
e) specific as to the persons or agencies to whom the subject is authorizing information
to be disclosed;
f) specific as to the purpose or purposes for which the information may be used by any
of the parties named in clause (e), both at the time of the disclosure and at any time
in the future;
g) specific as to its expiration date, which should be within a reasonable period of time,
not to exceed one year.
4.04 Tennessen Warning. All individuals asked by any employee or agent of this City to supply
private or confidential data concerning himself or herself shall be informed of:
1. The purpose and intended use of the requested data within the City;
2. Whether he or she may refuse or is legally required to supply the requested data;
3. Any known consequence arising from his or her supplying or refusing to supply private
or confidential data; and
4. The identity of other persons or entities authorized by state or federal law to receive the
data.
4.05 Upon request to the Responsible Authority or a designee, an individual shall be informed:
1. Whether he or she is the subject of stored data on individuals; and
2. Whether it is classified as public, private or confidential.
4.06 Upon further request, an individual who is the subject of stored private data on individuals
shall be shown the data without any charge to her or him and, if he or she desires, shall be
informed of the content and the meaning of that data. After an individual has been shown
the private or public data and informed of its meaning, the data need not be disclosed to her
or him for six months thereafter unless a dispute or action pursuant to this section is
pending or additional data on the individual has been collected or created.
4.07 The Responsible Authority shall provide copies of data upon request by the individual
subject of the data. The cost of providing copies shall be borne by the individual.
4.08 The Responsible Authority shall comply immediately, if possible, with any request made
pursuant to this section or within ten days of the date of request, excluding Saturdays,
Sundays, and legal holidays, if immediate compliance is not possible.
4.09 An individual may contest the accuracy or completeness of public or private data
concerning himself or herself. To exercise this right, an individual shall notify in writing
the Responsible Authority describing the nature of the disagreement. The Responsible
Authority shall within 30 days either:
1. Correct the data found to be inaccurate or incomplete and attempt to notify past
recipients of inaccurate or incomplete data, including recipients named by the
individual; or
2. Notify the individual that he or she believes the data to be correct. Data in dispute shall
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be disclosed only if the individual's statement of disagreement is included with the
disclosed data.
4.10 No employee or agent of the City may release any private or confidential data to any
person unless that employee is the Responsible Authority or one of his designees, or
another person authorized by the Responsible Authority.
4.11 Preparation of summary data. The use of summary data derived from private or
confidential data on individuals is permitted. Unless classified pursuant to section 13.06,
another statute, or federal law, summary data is public. The responsible authority shall
prepare summary data from private or confidential data on individuals upon the request of
any person if the request is in writing and the cost of preparing the summary data is borne
by the requesting person.
5. PERSONNEL DATA
(M.S. 13.43)
5.01 Personnel data "Personnel data" means data on individuals collected because the individual
is or was an employee of, or an applicant for, employment by this city.
5.02 Public data on current and former employees. Except for persons described in Section
5.05, the following personnel data on current and former employees, those who perform
services on a voluntary basis, and persons acting as independent contractors:
1. name;
2. actual gross salary;
3. salary range;
4. contract fees;
5. actual gross pension;
6. the value and nature of employer-paid benefits;
7. the basis for and the amount of any added remuneration, including expense
reimbursement, in addition to salary;
8. job title;
9. job description;
10. education and training background;
11. previous work experience;
12. date of first and last employment;
13. the existence and status of any complaints or charges against the employee whether or
not the complaint or charge resulted in disciplinary action;
14. the final disposition of any disciplinary action together with the specific reasons for
the action and data documenting the basis of the action, excluding data that would
identify confidential sources who are employees of the public body; (Final disposition
is defined in M.S. 13.43, Subd 2 (b)
15. the terms of any agreement settling any dispute arising out of the employment
relationship;
16. work location; (includes address and e-mail address-see Commissioner’s Opinion 97-
049)
17. work telephone number;
18. badge number;
19. honors and awards received;
20. payroll time sheets except to the extent that release of time sheet data would reveal the
employee's reason for the use of sick or other medical leave.
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21. a photograph of a current or former employee may be displayed to a prospective
witness as part of an investigation of any complaint or charge against an employee.
(M.S. 13.43, Subd. 2 (c) )
5.03 Public data on current and former applicants. Except for applicants described in Section
5.05, the following personnel data on current and former applicants for employment by this
city is public:
1. Names of applicants when certified as eligible for appointment to a vacancy or when
applicants are considered by the appointing authority to be finalists for a position in
public employment. For purposes of this subdivision, "finalist" means an individual
who is selected to be interviewed by the appointing authority prior to selection;
2. veteran's status;
3. relevant test scores;
4. rank on eligible list;
5. job history;
6. education and training;
7. work availability.
5.04 Examples of private personnel data. All other personnel data, including but not limited to
the following types, categories, files, and process is private data on individuals, except
pursuant to a valid court order:
1. Data collected for disciplinary proceedings prior to the hearing;
2. Insurance status;
3. Medical records when part of personnel data;
4. Psychological evaluations;
5. Social security numbers;
6. Physical limitations;
7. Adult criminal history data;
8. References;
9. Employee home addresses and telephone numbers;
10. City and county of residence;
11. Sick leave forms containing doctor's reports;
12. Oral interviewer file prior to an applicant's oral exam;
13. Exit interview responses;
14. Racial and ethnic data;
15. Marital status;
16. Reference check data as it appears by potential employees;
17. College transcripts, except for name of institution, degree granted, and date;
18. Names of applicants for employment until certified as eligible for appointment to a
vacancy;
19. Appointment books (96-056)
20. Employee’s bank name, account number, and amount deposited for employees using
payroll direct deposit (00-013)
21. Employee Photographs (98-027)
5.05 Personnel data on undercover law enforcement officers. All personnel data maintained by
this city relating to an individual employed as or an applicant for employment as an
undercover law enforcement officer is private data on individuals.
5.06 Examination data. Data consisting solely of testing or examination materials, or scoring
keys used solely to determine individual qualifications for appointment or promotion in
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public service, or used to administer a licensing examination, or academic examination, the
disclosure of which would compromise the objectivity or fairness of the testing or
examination process are classified as nonpublic, except pursuant to court order. (M.S.
13.34)
5.07 Labor Relations information. Labor relations information means management positions on
economic and non-economic items that have not been presented during the collective
bargaining process or interest arbitration, including information specifically collected or
created to prepare the management position. (M.S. 13.37, Subd. 1 (c))
5.08 Harassment data. When allegations of sexual or other types of harassment are made
against an employee, the employee does not have access to data that would identify the
complainant or other witnesses if the Responsible Authority determines that the employee's
access to that data would:
1. Threaten the personal safety of the complainant or a witness; or
2. Subject the complainant or witness to harassment.
3. If a disciplinary proceeding is initiated against the employee, data on the complainant
or witness shall be available to the employee as may be necessary for the employee to
prepare for the proceeding. (M.S. 13.43, Subd. 8)
5.09 Drug Test Results. Test result reports and other information acquired in the drug or alcohol
testing process are private data on individuals and may not be disclosed by an employer or
laboratory to another employer or to a third-party individual, governmental agency, or
private organization without the written consent of the employee or job applicant tested.
(M.S. 181.954, Subd. 2)
5.10 Accident and Worker's Compensation Data. The following data collected or created by the
League of Minnesota Cities Insurance Trust in order to process claims for workers'
compensation are classified as either private data in regard to claims when the insured
worker is living, or nonpublic data in regard to claims when the insured worker is
deceased:
1. claim number;
2. date of claimed injury;
3. employee's social security number;
4. home phone number;
5. home address;
6. date of birth;
7. sex;
8. marital status;
9. whether claimed injury caused loss of time from work;
10. whether the employee lost time from work on the day of the claimed injury and the
number of hours lost;
11. whether the employee has returned to work;
12. whether full or partial wages were paid for the first day of lost time and the amount
paid,
13. time of day,
14. location where injury occurred;
15. whether the injury occurred on employer's premises;
16. the name, address, and phone number of the treating physician or practitioner;
identification of the hospital where treated;
17. nature of the claimed injury or occupational illness;
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18. part of body affected;
19. name or type of object involved in causing the injury;
20. nature of injury;
21. type of accident;
22. description of actions taken to prevent reoccurrence;
23. names of coworker witnesses; and
24. all data collected or created as a result of the investigation of the claim including, but
not limited to, physicians' reports; other data on the medical condition of the claimant;
data collected from the claimant's physicians; and data collected in interviews of the
claimant's employer, coworkers, family members, and neighbors. (M.S. 13.714)
OSHA300 Log and OSHA300 Summary are public data see 29 CFR 1904.35
5.11 Access by labor organizations. Personnel data may be disseminated to labor organizations
to the extent that the Responsible Authority determines that the dissemination is necessary
to conduct elections, notify employees of fair share fee assessments, and implement the
provisions of chapters 179 and 179A. Personnel data shall be disseminated to labor
organizations and to the Bureau of Mediation Services to the extent the dissemination is
ordered or authorized by the commissioner of the bureau of mediation services.1
5.12 Employee assistance data. All data created, collected or maintained by the City to
administer employee assistance programs are classified as private.
5.13 Salary and personnel benefit survey data purchased from consulting firms, nonprofit
corporations or associations, or obtained from employers with the written understanding
that the data shall not be made public, and that is maintained by the City, are classified as
nonpublic.
5.14 Supervisor's files. Supervisor's files that identify individual employees being supervised
are government data and personnel data and are accessible by the employees. The actual
data may be public or private depending on what it concerns. (Advisory Opinion 94-023)
6. CITY ATTORNEY/LEGAL
6.01 City Attorney Notwithstanding the provisions of M.S. Chapter 13 and M.S. 15.17, the use,
collection, storage, and dissemination of data by the city attorney acting in his or her
professional capacity for this city shall be governed by statutes, rules, and professional
standards concerning discovery, production of documents, introduction of evidence, and
professional responsibility. The provisions of the Minnesota Government Data Practices
Act do not apply to city attorneys. This provision shall not be construed to affect the
applicability of any statute, other than Chapter 13 and M.S. 15.17, which specifically
requires or prohibits disclosure of specific information by the city attorney, nor shall this
provision be construed to relieve the Responsible Authority, other than the city attorney,
from his or her duties and responsibilities pursuant to the Minnesota Government Data
Practices Act. (M.S. 13.30)
6.02 Investigative Data. (M.S. 13.39)
Subdivision 1. Definitions. A "pending civil legal action" includes but is not limited to
judicial, administrative or arbitration proceedings. Whether a civil legal action is pending
1BMS rule 5510.1410, Subd. 2 requires cities to give the home address and social security
number of union members to the exclusive representative.
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shall be determined by the city attorney.
Subd. 2. Civil actions. (a) Except as provided in paragraph (b), data collected by the City as
part of an active investigation undertaken for the purpose of the commencement or defense
of a pending civil legal action, or which are retained in anticipation of a pending civil legal
action, are classified as protected nonpublic data in the case of data not on individuals, and
as confidential in the case of data on individuals. The City may make any data classified as
confidential or protected nonpublic pursuant to this subdivision accessible to any person,
agency or the public, if the City determines that the access will aid the law enforcement
process, promote public health or safety, or dispel widespread rumor or unrest.
(b) A complainant has access to a statement provided by the complainant to the City under
paragraph (a).
Subd. 2a. Disclosure of data. During the time when a civil legal action is determined to be
pending under subdivision 1, any person may bring an action in the district court in the
county where the data is maintained to obtain disclosure of data classified as confidential or
protected nonpublic under subdivision 2.
Subd. 3. Inactive investigative data. Inactive civil investigative data are public, unless the
release of the data would jeopardize another pending civil legal action, and except for those
portions of a civil investigative file that are classified as not public data by this chapter or
other law. Any civil investigative data presented as evidence in court or made part of a court
record shall be public. Civil investigative data becomes inactive upon the occurrence of any
of the following events:
1. a decision by the City not to pursue the civil action (Data determined to be inactive may
become active, if the City decides to renew the civil action);
2. expiration of the time to file a complaint under the statute of limitations or agreement
applicable to the civil action; or
3. exhaustion of or expiration of rights of appeal by either party to the civil action.
6.03 Lawsuits. Letter from a private attorney notifying the city of a possible claim is public.
(St. Peter Herald v. city of St. Peter, March 5, 1993.)
6.04 Drafts of Documents. A preliminary draft of a document, the final version of which is
meant to be published to a third party, may be protected by the attorney-client privilege if
the circumstances indicate that the draft implicitly communicates legal advice or a request
therefore. Regardless of whether the final version is meant to be published to third parties,
a preliminary document draft, which is prepared for the purpose of communicating legal
advice or a request for legal advice, may be privileged, if the client and attorney intend that
the draft be kept confidential and if the draft is in fact kept confidential. (Kobluk v.
University of Minn.)
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7. ELECTED/APPOINTED OFFICIALS
7.01 The following personnel data on elected officials is public (M.S. 13.601):
1. name;
2. address;
3. phone number;
4. city and county of residence;
5. actual gross salary;
6. salary range;
7. actual gross pension;
8. the value and nature of employer-paid benefits;
9. the basis for and the amount of any added remuneration, including expense
reimbursement, in addition to salary;
10. job title;
11. job description;
12. education and training background;
13. previous work experience;
14. dates of terms;
15. honors and awards received;
16. payroll time sheets except to the extent that release of time sheet data would reveal the
employee's reason for the use of sick or other medical leave.
7.02 The following personnel data on applicants to or members of advisory boards or
commissions of the City is public (M.S. 13.601):
(a) Data about applicants for appointment to a public body collected by a government
entity as a result of the applicant's application for appointment to the public body are
private data on individuals except that the following are public:
(1) name;
(2) city of residence except when the appointment has a residency requirement that
requires the entire address to be public;
(3) education and training;
(4) employment history;
(5) volunteer work;
(6) awards and honors;
(7) prior government service; and
(8) any data required to be provided or that is voluntarily provided in an application for
appointment to a multimember agency pursuant to section 15.0597.
(b) Once an individual is appointed to a public body, the following additional items of data
are public:
(1) residential address; and
(2) either a telephone number or electronic mail address where the appointee can be
reached, or both at the request of the appointee.
(c) Notwithstanding paragraph (b), any electronic mail address or telephone number
provided by a public body for use by an appointee shall be public. An appointee may use
an electronic mail address or telephone number provided by the public body as the
designated electronic mail address or telephone number at which the appointee can be
reached.
Legislative Policy Manual - Chapter 3-E 12
7.03 Elected officials correspondence. Correspondence between individuals and elected
officials is private data on individuals, but may be made public by either the sender or the
recipient. (M.S. 13.33)
7.04 Elected or Appointed Officials; Financial Disclosure Statements. Financial disclosure
statements of elected or appointed officials which, by requirement of the political
subdivision, are filed with the political subdivision, are public data on individuals. (M.S.
13.60)
8. COMMUNITY & ECONOMIC DEVELOPMENT DATA
8.01 Appraisal Data. Estimated of appraised values of individual parcels of real property that
are made by state or local personnel or by independent appraisers for the purpose of selling
or acquiring land through purchase or condemnation are classified as confidential data on
individuals or protected nonpublic data.
The above data shall become public upon the occurrence of any of the following:
1. The negotiating parties exchange appraisals;
2. The data are submitted to a court appointed condemnation commissioner;
3. The data are presented in court in condemnation proceedings; or
4. The negotiating parties enter into an agreement for the purchase and sale of the
property.
8.02 Economic Assistance Data. (M.S. 13.594) The following data collected by cities in their
administration of the city economic development assistance program are classified as
nonpublic data:
1. Application data, except company names, addresses, and other data that identify the
applicant, until the application is approved by the city;
2. Application data, except company names, addresses, and other data that identify the
applicant, that pertain to companies whose applications have been disapproved;
3. Attachments to applications including but, not limited to, business and personal
financial records, until the application is approved;
4. Income tax returns, either personal or corporate, that are filed by applicants; and
5. Correspondence between the program administrators and the applicant until the
application has been approved or disapproved.
8.03 Redevelopment Data. The following data collected in surveys of individuals conducted
by cities and HRAs for the purposes of planning, development, and redevelopment, are
classified as private data:
1. The names and addresses of individuals; and
2. The legal descriptions of property owned by individuals.
The following data collected in surveys of individuals conducted by cities and HRAs for the
purposes of planning, development, and redevelopment, are classified as nonpublic data:
1. The names, addresses, and legal descriptions of business properties; and
2. The commercial use of the property to the extent disclosure of the use would identify a
particular business.
Legislative Policy Manual - Chapter 3-E 13
8.04 Financial Assistance Data (a) The following data that are submitted to the HRA by
persons who are requesting financial assistance are private data on individuals or nonpublic
data:
(1) financial statements;
(2) credit reports;
(3) business plans;
(4) income and expense projections;
(5) customer lists;
(6) balance sheets;
(7) income tax returns; and
(8) design, market, and feasibility studies not paid for with public funds.
(b) Data submitted to the authority under paragraph (a) become public data if the authority
provides financial assistance to the person, except that the following data remain private or
nonpublic:
(1) business plans;
(2) income and expense projections not related to the financial assistance provided;
(3) customer lists;
(4) income tax returns; and
(5) design, market, and feasibility studies not paid for with public funds.
The following data, that are submitted to the City by a business requesting financial
assistance or a benefit financed by public funds, are private or nonpublic data: financial
information about the business including,
1. credit reports;
2. financial statements;
3. net worth calculations;
4. business plans;
5. income and expense projections;
6. balance sheets;
7. customer lists;
8. income tax returns;
9. and design, market, and feasibility studies not paid for with public funds.
The above data becomes public when public financial assistance is provided or the
business receives a benefit from the City, except that the following data remain private or
nonpublic:
1. business plans;
2. income and expense projections not related to the financial assistance provided;
3. customer lists;
4. income tax returns;
5. and design, market, and feasibility studies not paid for with public funds.
Legislative Policy Manual - Chapter 3-E 14
8.05 Assessor's Data. (M.S. 13.51) Data contained on sales sheets received from private
multiple listing service organizations where the contract with the organizations requires the
City to refrain from making the data available to the public is classified as private or
nonpublic.
The following data collected by the City from individuals or business entities concerning
income properties are classified as private or nonpublic:
1. Detailed income and expense figures for the current year plus the previous three
years;
2. Average vacancy factors for the previous three years;
3. Verified net rentable areas or net usable areas, whichever is appropriate;
4. Anticipated income and expenses for the current year; and
5. Projected vacancy factor for the current year.
8.06 Homestead Applications. The social security numbers of the property owners are private
data on individuals. This data may be disclosed to the commissioner of revenue. (M.S.
273.124, Subd. 13)
8.07 Deferred assessment data. Deferred assessment data are private. (M.S. 15.1674)
8.08 Parking space leasing data. The following data on applicants for, or lessee of, a parking
space is non-public: residence address, home telephone number, beginning and ending
works hours, place of employment, and work telephone number.
9. HOUSING AGENCY DATA.
(M.S. 13.54)
9.01 Definition. For purposes of this section "housing agency" means the public housing agency
or housing and redevelopment authority of the City.
Legislative Policy Manual - Chapter 3-E 15
9.02 Confidential data. The following data on individuals maintained by the housing agency are
classified as confidential data: correspondence between the agency and the agency's
attorney containing data collected as part of an active investigation undertaken for the
purpose of the commencement or defense of potential or actual litigation, including but not
limited to:
1. Referrals to the office of the inspector general or other prosecuting agencies for possible
prosecution for fraud;
2. Initiation of lease terminations and unlawful detainer actions;
3. Admission denial hearings concerning prospective tenants;
4. Commencement of actions against independent contractors of the agency; and tenant
grievance hearings.
9.03 Protected nonpublic data. The following data not on individuals maintained by the housing
agency are classified as protected nonpublic data: correspondence between the agency and
the agency's attorney containing data collected as part of an active investigation undertaken
for the purpose of the commencement or defense of potential or actual litigation, including
but not limited to, referrals to the office of the inspector general or other prosecuting
bodies or agencies for possible prosecution for fraud and commencement of actions against
independent contractors of the agency.
9.04 Nonpublic data. The following data not on individuals maintained by the housing agency
are classified as nonpublic data: all data pertaining to negotiations with property owners
regarding the purchase of property. With the exception of the housing agency's evaluation
of properties not purchased, all other negotiation data shall be public at the time of the
closing of the property sale.
9.05 Private data on individuals. Income information on individuals collected and maintained
by a housing agency to determine eligibility of property for property tax classification "4c"
under section 273.13, subdivision 25, paragraph (c), is private data on individuals. The
data may be disclosed to the county and local assessors responsible for determining
eligibility of the property for classification 4c.
10. HOUSING BENEFIT DATA
(M.S. 13.462)
10.01 Definition. As used in this section, "benefit data" means data on individuals collected or
created because an individual seeks information about becoming, is, or was an applicant
for or a recipient of benefits or services provided under various housing, home ownership,
rehabilitation and community action agency programs administered by political
subdivisions.
10.02 Public data. The names and addresses of applicants for and recipients of benefits, aid, or
assistance through programs administered by any political subdivision that are intended to
assist with the purchase of housing or other real property are classified as public data on
individuals.
Legislative Policy Manual - Chapter 3-E 16
10.03 Private data. Unless otherwise provided by law, all other benefit data is private data on
individuals, and shall not be disclosed except pursuant to court order or to an agent of the
state agency, political subdivision, or statewide system, including appropriate law
enforcement personnel, who are acting in an investigation or prosecution of a criminal or
civil proceeding relating to the administration of a program described in 10.01.
11. SOCIAL RECREATIONAL DATA.
(M.S. 13.57)
11.01 The following data collected and maintained by the City for the purpose of enrolling
individuals in recreational and other social programs are classified as private (the identity
of people who are reserving space at recreational facilities or purchasing memberships has
been determined to be public 99-028):i
1. The name,
2. Address,
3. Telephone number,
4. Any other data that identifies the individual, and
5. Any data which describes the health or medical condition of the individual, family
relationships and living arrangements of an individual or which are opinions as to the
emotional makeup or behavior of an individual.
12. MISCELLANEOUS
12.01 Absentee ballots. Sealed absentee ballots, prior to being opened by an election judge, are
nonpublic (M.S. 13.37, Subd. 2)
12.02 Bank Account numbers. Bank account numbers and other financial institution data that
members of the public give the City in order to pay for goods or services are classified as
private data. (Section M.S. 13.37, Subd 1 (a) Security information)
12.03 Building plans: Building plans are generally public with two exceptions: 1) Plans with
security features, e.g. plans with vault in house, would be non-public according to M.S.
13.37. 2) Plans that are copyrighted are non-public according to federal law.
12.04 Building code violations. Violation records pertaining to a particular parcel of real
property and the buildings, improvements, and dwelling units located on it that are kept by
the city agency charged by the governing body of the appropriate political subdivision with
the responsibility for enforcing a state, county, or city health, housing, building, fire
prevention, or housing maintenance code are public data; except as otherwise provided by
section 13.39, Subd. 2; 13.44; or 13.82, Subd. 7.
12.05 Credit Card numbers. Credit card numbers that members of the public give the City in
order to pay for goods or services are classified as private data. (Section M.S. 13.37, Subd
1 (a) Security information)
Legislative Policy Manual - Chapter 3-E 17
12.06 Federal contracts data To the extent that a federal agency requires it as a condition for
contracting with the City, all government data collected and maintained by the City,
because of that contract with the federal agency, are classified as either private or
nonpublic depending on whether the data is data on individuals or data not on individuals.
(M.S. 15.1677)
12.07 Hop-A-Ride. Transportation service data. Personal, medical, financial, familial, or
locational information data pertaining to applicants for or users of services providing
transportation for the disabled or elderly, with the exception of the name of the applicant or
user of the service, are private. (M.S. 13.72, Subd. 10)
12.08 Law Enforcement data. Information regarding law enforcement data can be found in the
document Law Enforcement data.
12.09 Long-distance telephone bills paid for by the City are public data. (M.S. 10.46)
12.10 Local phone numbers dialed from a particular employee’s work phone are private.
(Advisory Opinion 00-002, 1/31/2000)
12.11 Minutes. The recorded minutes of a meeting of a public body are public government data
prior to the minutes being formally approved by the body at a subsequent meeting.
(Department of Administration opinion 94-026, 6/28/94).
12.12 National Night Out. The location of National Night Out parties is public data. Crime
prevention block maps and lists of volunteers who participate in community crime
prevention programs and their home addresses and telephone numbers is classified as
Security Information and is nonpublic data. Crime prevention block maps and names,
home addresses, and telephone numbers of volunteers who participate in community crime
prevention programs may be disseminated to volunteers participating in crime prevention
programs. (M.S. 13.37)
12.12 Personal data on City computers. Any such personal data are not government data
because, although they have been created and/or maintained on a government-owned PC or
laptop, the employee did not create them in her/his capacity as a government employee,
and the purpose of the data is not related to the operation of government (Advisory
Opinion 01-075).
12.13 Property complaint data. The names of individuals who register complaints with the City
concerning violations of state laws or local ordinances concerning the use of property are
classified as confidential. (M.S. 13.44) This includes complaints about odors (Advisory
Opinion 99-045) and noise (Advisory Opinion 00-036).
Legislative Policy Manual - Chapter 3-E 18
12.14 Sealed bids, including the number of bids received, prior to the opening of the bid are
nonpublic. (M.S. 13.37) Data submitted by a business to a government entity in response
to a request for bids are private or nonpublic until the bids are opened. Once the bids are
opened, the name of the bidder and the dollar amount specified in the response are read
and become public. All other data in a bidder's response to a bid are private or nonpublic
data until completion of the selection process. For purposes of this section, "completion of
the selection process" means that the government entity has completed its evaluation and
has ranked the responses. After a government entity has completed the selection process,
all remaining data submitted by all bidders are public with the exception of trade secret
data. (M.S. 13.591)
12.15 The social security numbers of individuals collected or maintained by the City are private
data on individuals, except to the extent that access to the social security number is
specifically authorized by law.ii
12.16 State taxpayer identifying number of a business entity is classified as public data. (M.S.
270B.01, Subd. 5)
12.16 Utility Bills. Data on customers of the City’s gas, water, sewer and storm water utilities
are public data, according to section 13.03, except for Social Security numbers. (00-058)
Financial institution data, such as bank accounts, are private data. (See Bank Account
numbers and Credit Card numbers)
12.17 Public Utility Facilities. Data on computer systems, facilities, and equipment is non-
public pursuant to Section 13.37. (02-014)
Established: 1984
Revised: March 2009
Legislative Policy Manual - Chapter 3-E 19
INDEX
ACCESS TO DATA ON INDIVIDUALS .............. 5
Appraisal Data ......................................................... 13
Assessor's Data ........................................................ 15
Bank Account numbers ........................................... 17
Boards or Commissions ........................................... 12
Building code violations .......................................... 17
Building plans .......................................................... 17
CITY ATTORNEY/LEGAL ................................. 10
Civil actions ......................................................... 11
Drafts of Documents ............................................ 11
Lawsuits ............................................................... 11
COMMUNITY DEVELOPMENT DATA .......... 13
Confidential data on individuals
Definition ............................................................... 2
Credit Card numbers ................................................ 17
Data on individuals
Definition ............................................................... 2
Deferred assessment data ......................................... 15
Economic Assistance Data ...................................... 13
ELECTED/APPOINTED OFFICIALS ............... 12
Correspondence ................................................... 13
Financial disclosure statements ........................... 13
E-mail address ........................................................... 7
Federal contracts data .............................................. 18
Financial Assistance Data .......................................... 4
Government data
Definition ............................................................... 2
Homestead Applications .......................................... 15
Hop-A-Ride ............................................................. 18
HOUSING AGENCY DATA ................................ 15
Housing Rehabilitation Programs ............................ 16
Informed consent ....................................................... 5
Law Enforcement Data ............................................ 18
Long-distance telephone bills .................................. 18
Minutes .................................................................... 18
National Night Out .................................................. 18
Nonpublic data
Definition ............................................................... 2
Parking space leasing data ....................................... 15
Personal data ............................................................ 18
PERSONNEL DATA .............................................. 7
Access by labor organizations ............................. 10
Accident & worker's comp data ............................. 9
Drug test results ..................................................... 9
Employee home address & phone number ............ 8
Examples of private personnel data ....................... 8
Harrassment data ................................................... 9
Public data on current and former applicants ........ 7
Public data on current and former employees ........ 8
Supervisor's Files ................................................. 10
Private data on individuals
Definition ............................................................... 3
Property complaint data ........................................... 18
Protected nonpublic data
Definition ............................................................... 3
Redevelopment Data ................................................ 14
REQUESTS FOR GOVERNMENT DATA .......... 3
Data with commercial value .................................. 4
Denying access to data........................................... 4
Fees ........................................................................ 4
Form of Request .................................................... 3
People entitled to Access ....................................... 3
Public data ............................................................. 3
Time Limits ........................................................... 3
Responsible Authority
Definition ............................................................... 3
Sealed absentee ballots ............................................ 17
Sealed bids ............................................................... 19
Security information
Definition ............................................................... 3
SOCIAL RECREATIONAL DATA .................... 17
Social security numbers ........................................... 19
Summary data
Definition ............................................................... 3
Preparation and Release ......................................... 6
Taxpayer ID Number ............................................... 19
Tennessen Warning ................................................... 6
Trade secret information
Definition ............................................................... 3
Utility Bills .............................................................. 19
Utility Facilities ....................................................... 19
Legislative Policy Manual -- Chapter 3-E 1
Footnotes
________________________________________________
1 Commissioner's opinion 99-028 further clarified this section.
The data described in numbers 1- 5 are not classified as private pursuant to Minnesota Statutes, section 13.57, and are
therefore public (see section 13.03, subdivision 1).
The data described in number 6 are classified as private pursuant to section 13.57 to the extent that the data are as
follows: name; address; telephone number; any other data that identify the individual; and any data that describe the
health or medical condition of the individual, family relationships and living arrangements of an individual or which
are opinions as to the emotional makeup or behavior of an individual.
1. The identity of people, either directly or as the contact person for an organization, who reserve, and pay
for, use of the ice sheets at the City's ice arena;
2. The identity of people who reserve, and sometimes pay for, use of rooms in the City's community center
and shelters in the City parks;
3. The identity of people who get permits to use City parks, but do not pay for the use;
4. The identity of people who get season passes to use the City-operated public beaches;
5. The identity of people who purchase memberships at the City's recreation center; and
6. The identity of people who apply for and receive scholarships for participation in recreation programs,
and their supporting documentation of need.
1 The following section was originally part of the Privacy Act but was not codified; it may be found at § 552a (note).
Sec. 7 (a)(1) It shall be unlawful for any Federal, State or local government agency to deny to any individual any
right, benefit, or privilege provided by law because of such individual's refusal to disclose his social security account
number.
(2) the provisions of paragraph (1) of this subsection shall not apply with respect to--
(A) any disclosure which is required by Federal statute, or
(B) any disclosure of a social security number to any Federal, State, or local agency maintaining a system of records
in existence and operating before January 1, 1975, if such disclosure was required under statute or regulation adopted
prior to such date to verify the identity of an individual.
(b) Any Federal, State or local government agency which requests an individual to disclose his social security
account number shall inform that individual whether that disclosure is mandatory or voluntary, by what statutory or
other authority such number is solicited, and what uses will be made of it.
Legislative Policy Manual -- Chapter 3-F 1
POLICY 3-F
WEB SITE LINK POLICY
1. LINK POLICY
1.01 The primary service of the City of Hopkins Web Site is to provide information about the
City’s programs, services and amenities.
While the primary service is to the City’s residents, property owners and businesses, the
City recognizes its responsibility to provide visitors to the site with accurate and current
information about all aspects of the community. Providing users with information about
educational, cultural and recreational activities in the community necessitates the need to
provide links to other organizations and agencies. Access to these sites requires the user to
leave the City’s site. Links that require the user to leave the City’s official site, are not
owned, regularly reviewed or controlled by the City of Hopkins. The City does not endorse
or recommend the viewpoints, material or products contained in third party web sites,
unless otherwise noted.
1.02 It is the City’s policy to limit links only to
• Government sites, non-profit organizations or academic institution sites that provide
information relevant to programs and services provided by the City of Hopkins
• Human service organizations that receive direct financial support from the City
• The publication designated as the City’s official newspaper
1.03 The City will not provide links to external sites that
• Promote illegal activities
• Market or sell products or services
• Are political or religious in nature
• Function as a public forum
• Contain information violating the City’s municipality’s equal opportunity policies
1.04 The City Manager or designee is authorized to order removal of links which
• Violate the adopted policy
• Do not contain current information
Legislative Policy Manual -- Chapter 3-G 1
POLICY 3-G
SOCIAL MEDIA POLICY
1. PURPOSE
1.01 Social networking in government serves two primary functions:
• To communicate and deliver messages directly to the community; and
• To encourage community involvement, interaction, and feedback.
Social media is used for social networking, and this policy seeks to ensure proper
administration of the City of Hopkins’s social media sites by its representatives.
1.02 The City of Hopkins’ social media accounts will be used for incidental, non-vital
communication and general information only. It is not the purpose of the City’s social
media accounts to be a medium for transactions of city business. The one exception is in
the case of a natural or man-made disaster, if it is determined by the City that the best
means of communicating with the public is through the social media account(s).
1.03 The City of Hopkins wishes to establish a positive and informative social media presence.
City representatives have the responsibility to use the City’s social media resources in an
efficient, effective, ethical, and lawful manner pursuant to all existing City policies.
2. SOCIAL MEDIA POLICY
2.01 The City of Hopkins will determine, at its discretion, how its web-based social media
resources will be designed, implemented and managed as part of its overall communication
and information sharing strategy.
2.02 City of Hopkins social media accounts are considered a City asset and administrator access
to these accounts will be securely administered by the City’s Communications Manager
and/or Assistant City Manager. The City reserves the right to shut down any of its social
media sites or accounts for any reason without notice.
2.03 All social media websites created and utilized during the course and scope of an
employee’s performance of their job duties will be identified as belonging to the City of
Hopkins, including a link to the City’s official website. The City of Hopkins does not
create or maintain social media accounts for its elected officials.
3. SCOPE
3.01 This policy applies to any existing or proposed social media websites sponsored,
established, registered, or authorized by the City of Hopkins. The City’s social media
accounts are exclusively the following:
Legislative Policy Manual -- Chapter 3-G 1
i. City of Hopkins Facebook account at
https://www.facebook.com/hopkinsmn
ii. City of Hopkins Instagram account at
https://www.instagram.com/cityofhopkinsmn/
iii. City of Hopkins Nextdoor account at
https://nextdoor.com/agency-detail/mn/hopkins/city-of-hopkins/
iv. City of Hopkins X (formerly Twitter) account at
https://twitter.com/CityofHopkins.
v. Depot Coffee House Facebook account at
https://www.facebook.com/thedepotcoffeehouse
vi. Depot Coffee House Instagram account at
https://www.instagram.com/depotfreightroom/
vii. Depot Coffee House X (formerly Twitter) account at
https://twitter.com/DepotCoffee
viii. Hopkins Activity Center Facebook account at
https://www.facebook.com/HopkinsActivityCenter
ix. Hopkins Center for the Arts Facebook account at
https://www.facebook.com/hopkinsartscenter
x. Hopkins Center for the Arts Instagram account at
https://www.instagram.com/hopkinsartscenter4
xi. Hopkins Center for the Arts X (formerly Twitter) account at
https://twitter.com/HopkinsArtsCtr
xii. Hopkins Fire Department Facebook account at
https://www.facebook.com/HopkinsFD
xiii. Hopkins Pavilion Facebook account at
https://www.facebook.com/HopkinsPavilion
xiv. Hopkins Police Department Facebook account at
https://www.facebook.com/hopkinspolice
xv. Hopkins Police Department Instagram account at
https://www.instagram.com/hopkinspolicemn/
xvi. Hopkins Police Department Nextdoor account at
https://nextdoor.com/agency-detail/mn/hopkins/hopkins-police-department/
xvii. Hopkins Police Department X (formerly Twitter) account at
https://twitter.com/HopkinsPolice
xviii. Think Hopkins Facebook account at
https://www.facebook.com/thinkhopkins
xix. Think Hopkins Instagram account at
https://www.instagram.com/thinkhopkins/
3.02 The City does not create, collect, disseminate or regulate use of any other social media
accounts, including the personal accounts of its elected officials and staff.
4. DEFINITION
4.01 Social media are internet and mobile-based applications, websites, and functions, other
than email, for sharing and discussing information, where users can post photos, video,
comments, and links to other information to create content on any imaginable topic.
Social media includes, but is not limited to:
Legislative Policy Manual -- Chapter 3-G 1
• Social networking sites and apps such as Facebook, LinkedIn, Twitter, and
Nextdoor
• Blogs
• Social news sites such as Reddit and Buzzfeed
• Video and photo sharing sites and apps such as YouTube, Instagram, SnapChat,
and Flickr
• Wikis, or shared encyclopedias, such as Wikipedia
• An ever-emerging list of new web-based platforms generally regarded as social
media or having many of the same functions as those listed above
4.02 As used in this policy, “employees and agents” means all City representatives, including its
employees and other agents of the City, such as independent contractors or
councilmembers.
4.03 “Social media manager” means any City employee or agent with administrator access who,
when posting or responding to a post, appears to be the City social media account owner.
5. RULES OF USE
5.01 City social media managers are responsible for managing City social media accounts or
websites.
5.02 Facilities or departments wishing to have a new social media presence must initially
submit a request to the Communications Manager in order to ensure social media accounts
are kept to a sustainable number and policies are followed and there is deemed
organizational benefit justifying the creation of a new page. All approved sites will be
clearly marked as a site of the City of Hopkins and will be linked with the official City or
facility website. No one may establish social media accounts or websites on behalf of the
City unless authorized in accordance with this policy.
5.03 The City’s social media page must conspicuously display or link to a public notice that
informs the public of the purpose of the social media presence and the terms one agrees to
in accessing, using, or posting to the City’s social media page.
5.04 Administration of all City social media websites will comply with applicable laws,
regulations and policies, as well as proper business etiquette.
5.05 City social media accounts covered by this policy will not be used by social media
managers for private or personal purposes or for the purpose of expressing private or
personal views on personal, political or policy issues, or to express personal views or
concerns pertaining to City employment relations matters.
5.06 No City social media account may be used by the City or any social media manager to
disclose private or confidential information. No social media website should be used to
disclose sensitive information; if there is any question as to whether information is private,
confidential, or sensitive, contact the Assistant City Manager.
5.07 Outside of situations of disaster, no City social media account will be used for transactions
of city business. In the event a user initiates a request, application, or question through
Legislative Policy Manual -- Chapter 3-G 1
social media that affects city business or requires another city policy or process to be
followed, follow up with that user by phone, email, or other channels. If comments are
allowed, in the event of a question of general interest, a response may be given in
comments, the initial post may be edited, or a subsequent post may be created to include
the information.
5.08 City of Hopkins’ social media managers will not edit any posted comments. However,
comments posted by members of the public may be removed if they fall into at least one of
the following categories:
a. Comments expressly advocating direct violence or other illegal activity;
b. Comments containing or linking to obscenity, which is defined as sexually explicit
and/or pornographic content that is patently offensive, appeals to prurient interest,
and lacks serious literary, artistic, political, or scientific value;
c. Comments that expressly encourage or advocate our agency to illegally
discriminate based on race, age, religion, gender, national origin, disability, sexual
orientation, veteran status, or any other legally protected class;
d. Comments containing links to malware and/or malicious content that affects the
normal functioning of a computer system, server, or browser;
e. Duplicate comments posted repeatedly within a short period of time;
f. Comments containing actual defamation against a specifically named person or
organization, either as determined by a court or comments that are patently
defamatory by easily discovered facts;
g. Comments that contain images or other content that violate the intellectual property
or copyright rights of someone else, if the owner of that property notifies us that the
property was posted in a comment on our social media account.
h. Comments that contain a hyperlink to any website other than those controlled by
the City of Hopkins. This will be done without regard to the viewpoint of the
comment containing such a link or the content of the site to which the link
redirects.
Retention. When a comment containing any of the above content is posted to our social
media account, a copy or electronic record of that content may be retained or archived
pursuant to our records retention policy, along with a brief description of the reason the
specific content was deleted. Once documented, the content will be removed, where
possible, from our social media account.
5.09 A member of the public whose comment is removed may appeal the removal of the
comment and seek reconsideration of its removal by contacting the City in writing and
explaining how the comment does not fall into one of the categories for removal. A written
response should be provided as soon as reasonably possible.
Legislative Policy Manual -- Chapter 3-G 1
.10 A member of the public who disputes the legality of any portion of this policy may dispute
the particular portion in writing. The City should acknowledge the claim promptly and,
upon consultation of the city attorney, respond to the claim concerning legality of the
policy portion as soon as reasonably possible under the circumstances.
5.11 The City of Hopkins has made every effort to ensure the accuracy of the information
provided on its social media platforms. However, several factors that are beyond the
City’s control (including unauthorized modification of electronic data, transmission errors,
browser incompatibilities, information that has been cached on the local computer or
storage device, or other aspects of electronic communication) can affect the quality of the
information displayed on this site. For that reason, the City does not guarantee the
accuracy of the information provided on its social media platforms and is not liable for
reliance on this information.
6. DATA OWNERSHIP AND RETENTION
6.01 All communications or messages within social media accounts covered by this policy
composed, sent, or received on city or personal equipment are the property of the City and
will be subject to the Minnesota Government Data Practices Act. This law classifies
certain information as available to the public upon request. As no transactions of city
business shall be conducted through social media accounts (outside of disasters), in
accordance with the City’s records retention schedule, the City shall retain all social media
messages only until read.
(EXTERNAL)
Terms and Conditions for Users of City of Hopkins Social Media Sites
PURPOSE
Because many of our residents and other stakeholders utilize social media for news and
communications, the City of Hopkins has developed its own social media accounts, which help us
inform the public about our work and mission.
The City of Hopkins’ social media accounts will be used for incidental, non-vital communication
and general information only. It is not the purpose of the City’s social media accounts to be a
medium for transactions of city business. The one exception is in the case of a natural or man-
made disaster, if it is determined by the City that the best means of communicating with the public
is through the social media account(s).
The City of Hopkins wishes to establish a positive and informative social media presence. City
representatives have the responsibility to use the City’s social media resources in an efficient,
effective, ethical, and lawful manner pursuant to all existing City policies.
The City of Hopkins relies on our own free speech rights to communicate our selected messages.
Comments left on our social media sites reflect the views of the commenters, not the views of this
agency.
Legislative Policy Manual -- Chapter 3-G 1
The City of Hopkins is committed to fully complying with the freedom of speech clause of the
First Amendment of the U.S. Constitution and other similar legal obligations surrounding free
speech. Since we follow the law, there may be times when what some people perceive to be
offensive comments left by members of the public will remain visible on our social media posts, if
such comments are legally protected speech.
The City of Hopkins has an important interest in assuring the accuracy and consistency of
information associated with our social media sites. These terms and conditions establish guidelines
for the public’s use of our social media sites in a way that balances these values.
DEFINITIONS
1. “Social media” means digital content created by us and communicated on platforms that
allow sharing, commenting, and engagement by the public. Examples of social media
accounts we may use are Facebook, Twitter, Instagram, YouTube, Nextdoor and LinkedIn.
2. “Comments” include any digital content, information, links, images, videos, or any other
form of communicative content posted in reply or response to a social media account post
posted by us on one of our social media sites.
3. “User” means a member of the public who views or interacts with one or more of our
social media accounts.
4. “Employees and agents” means all City representatives, including its employees and other
agents of the City, such as independent contractors or councilmembers.
5. “Social media manager” means any City employee or agent with administrator access who,
when posting or responding to a post, appears to be the City social media account owner.
EXPECTATIONS
1. City of Hopkins leaders believe that honest, civil, and productive discussions provide the
best environment for residents and other stakeholders to understand the work of their
government.
2. We ask commenters to consider that our social media feeds may be viewed by children and
other impressionable people. Please avoid profanity, slurs, personal attacks, bullying, or
use of false information.
ACCOUNTABILITY
The City of Hopkins commits to regularly train its employees on this policy and relevant freedom
of speech caselaw and also commits to hold employees accountable if they violate policy or law.
GENERAL GUIDELINES
1. These terms and conditions apply to all our social media sites. Where possible, a link to
these terms and conditions will be made available as a hyperlink or posted as text
somewhere on our social media accounts.
Legislative Policy Manual -- Chapter 3-G 1
2. Users should know that social media posts we make, comments and replies to those posts,
and any direct or private messages sent to us may be public records subject to applicable
public records release.
3. Our social media accounts are not monitored 24/7 and no one should utilize our social
media accounts to seek emergency services. Anyone in need of emergency help should call
9-1-1.
4. We do not guarantee we will respond to comments or messages sent on our social media
accounts.
CONTENT MODERATION
2. Limited Public Forum. Our social media accounts are created and maintained as limited
public forums under the caselaw pertaining to the freedom of speech clause of the First
Amendment to the U.S Constitution. We invite members of the public to view and, where
possible and permitted, provide comments or other engagement on our social media posts.
However, the law permits us to hide and/or delete comments that are not protected speech
under the First Amendment and relevant caselaw. As a general rule, we will not hide
and/or delete comments solely because such comments are critical of the City of Hopkins
or its officials.
3. Prohibited Content. As indicated above, we may hide or delete:
a. Comments expressly advocating direct violence or other illegal activity;
b. Comments containing or linking to obscenity, which is defined as sexually explicit
and/or pornographic content that is patently offensive, appeals to prurient interest,
and lacks serious literary, artistic, political, or scientific value;
c. Comments that expressly encourage or advocate our agency to illegally
discriminate based on race, age, religion, gender, national origin, disability, sexual
orientation, veteran status, or any other legally protected class;
d. Comments containing links to malware and/or malicious content that affects the normal
functioning of a computer system, server, or browser;
e. Duplicate comments posted repeatedly within a short period of time;
f. Comments containing actual defamation against a specifically named person or
organization, either as determined by a court or comments that are patently
defamatory by easily discovered facts;
g. Comments that contain images or other content that violate the intellectual property
or copyright rights of someone else, if the owner of that property notifies us that the
property was posted in a comment on our social media account.
Legislative Policy Manual -- Chapter 3-G 1
h. Comments that contain a hyperlink to any website other than those controlled by
the City of Hopkins. This will be done without regard to the viewpoint of the
comment containing such a link or the content of the site to which the link
redirects.
4. Retention. When a comment containing any of the above content is posted to our social
media account, a copy or electronic record of that content may be retained or archived
pursuant to our records retention policy, along with a brief description of the reason the
specific content was deleted. Once documented, the content will be removed, where
possible, from our social media account.
APPEAL
1. If our staff hides or deletes a user’s comment pursuant to these terms and conditions, the
user has the right to appeal that decision by sending an email or letter to the City attorney
within five business days.
2. Upon receipt of an appeal, our attorney will determine whether the comment at issue
contained content protected by law. If the appeal is successful, the comment may (if
possible) be restored for public view, or the user may be permitted to repost the comment.
Upon a determination that the comment was not protected by law, the user will be notified
that the appeal was denied.
3. Blocking or Banning a User. When we determine that a user has violated these terms and
conditions on three or more occasions within a twelve-month rolling period, we may block
or ban the offending user from the social media account where the violations occurred.
If we block or ban a user, we will (a) reasonably attempt to notify the user; (b) describe the
violation(s); and (c) explain the appeal process.
If the appeal is successful and the user has not violated this policy three times within a
rolling 12-month period, we will unblock or unban the user from the social media account.
If the appeal is not successful, our decision will stand.
Established: 3/20/2018
Revised: 6/2022
Revised: 01/02/2024
Legislative Policy Manual -- Chapter 3-G 1
POLICY 3-H
ELECTRONIC SIGNATURE POLICY
1. PURPOSE
1.01 The City of Hopkins wishes to implement paperless processes to increase efficiencies
within the organization. The purpose of this policy is to provide guidance on when
electronic signatures are considered accepted means of validating the identity of a signer in
the City of Hopkins electronic documents and correspondence, and thus substitute for
traditional “wet” signatures, within the organization.
2. POLICY
2.01 This policy hereby adopts by reference the Definitions of the Uniform Electronic
Transactions Act (MS 325L.02). Of note, "Electronic signature" means an electronic
sound, symbol, or process attached to or logically associated with a record and executed or
adopted by a person with the intent to sign the record.
2.02 An electronic signature may be accepted in all situations where requirement of a signature
or approval is stated or implied. This policy does not supersede situations where laws
specifically require a written signature, or the specific electronic signature policies of other
government agencies.
2.03 Examples of documents, while not all inclusive, where electronic signatures are
appropriate include: purchasing and accounting transactions such as purchase orders,
inventory, receiving, accounting entries, payment records, timesheets, expense reports,
credit card logs, time off, requests, and permitting/licensing applications. Other documents
may be deemed appropriate by the City Manager.
2.04 The electronic signatures/approvals are protected by reasonable security measures as
applicable to established computer functions of the City of Hopkins and outlined in the
Procedures below.
2.05 The City Manager his/her designee will maintain an organization-wide list of the types of
documents and correspondence that are not covered by this policy, which shall be listed in
and Appendix to this policy. Electronic signatures must apply to individuals only.
Electronic signatures for roles, positions, or titles are not considered valid.
2.06 The use of electronic signatures is subject to criminal laws pertaining to fraud and
computer crimes.
3. PROCEDURES
3.01 Laserfiche Forms –
• Internal signatures by employees may utilize the signature field in Laserfiche Forms. In
Forms where a login is required, the authentication process may be considered
sufficient authentication and no signature is required. The authentication shall be saved
to Laserfiche using the “Include Action History” setting in the Save to Repository tool.
• Internal approval processes, such as those that normally may require a supervisor
signature, may utilize Laserfiche Forms without the use of a signature field. The
Legislative Policy Manual -- Chapter 3-G 1
electronic approval shall be saved to Laserfiche during the Forms process using the
“Include Action History” setting in the Save to Repository tool. In Forms where action
history does not track the user, a combination of employee name and ID or user name
and passcode shall be implemented to verify the identity of submitter and safeguard the
process.
• Signatures for external applicants may be obtained via Laserfiche Forms Signature
field, except where a "wet" signature is required by other agencies or to meet any legal
or contractual requirements.
3.02 Electronic signatures may be utilized on PDFs utilizing key pair signatures, or through
products such as Adobe Sign, DocuSign, or other similar products, provided staff follow
appropriate signature validation and authentication procedures for the key pair.
3.03 In all cases, procedures shall be implemented that sufficiently address the issue of
authentication, depending on the type of form, necessity for authenticating the user,
likelihood of misuse, and risk for liability.
3.04 In all cases, forms shall include notifications of the statutes addressing fraudulent use of
electronic signatures and the potential penalties for these acts.
3.05 In all cases, documentation of the Form inputs and supporting actions, shall be saved to
Laserfiche and retained as required by the City’s Document Retention Policy.
Established: 3/20/2018
City of Hopkins
Legislative Policy Manual -- Chapter 3-G 1
APPENDIX
Documents on which Electronic Signatures are not allowed
(Updated March 20, 2018)
• Resolutions
• Ordinances
• Contracts or Documents governed by the Uniform Commercial Code (“UCC”)
• Documents related to
o Employee Disputes
o Union Negotiations
o Real Estate Transactions