10.02A Personnel Committee Recommendation-Personnel Policy Revision

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Citv of Pequot Lakes Citv of Pequot Lakes Personnel Policies Title: Communications,Privacy and Security EfFective Date: [date adopted] Effective Date(s)of Amendment(s): SECTION 18 COMMUNICATIONS,PRIVACY AND SECURITY 18.1 Data Practices All data collected, received,or maintained by the City, including data collected, received,or maintained by City employees are governed by the Minnesota Government Data Practices Act ("MGDPA"). All employees must exercise e�ctreme care to maintain data in accordance with the provisions of that law. Employees shall never release any private,nonpublic, or confidential data to any non-City employee(including, but not limited to, employees'families,friends, and spouse) or to any City employee not officially concerned with the information. If an employee is uncertain whether data is public or nonpublic, private or whether the data can be released,accessed or discussed,the employee must consult with their supervisor or the City Administrator and the applicable policies and provisions of the MGDPA. An employee found to have violated the Data Practices Act or the provisions of this section may be subject to disciplinary action, up to and including immediate termination. 18.2 Personnel File The City Administrator's office will maintain a personnel file on each employee.These files are maintained in accordance with the Minnesota Government Data Practices Act and other laws related to the collection and retention of information. Personnel files are generally available for the employee's review during the City Administrator's regular ofFice hours.The City will release copies of records in the personnel file only in accordance with the Minnesota Government Data Practices Act. 18.3 Communications All City employees that are designated C'ity spokespersons have a responsibility to help communicate accurate and timely information to the public about City business in a professional manner. Requests for private data or information outside of the scope of an individual's job duties should be routed to the appropriate department or to the data practices authority. Any employee who identifies a mistake in a communication should bring the error to the City Administrator or other appropriate staff. Regardless of whether the communication is in the employee's official City role or in a personal capacity, employees must comply with all laws related to trademark,copyright,software use, etc. With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media are to be routed through the City Administrator so that one person speaks for the City to deliver an appropriate message and to avoid giving misinformation in any media inquiry. No City employee is authorized to speak on behalf of the City without prior authorization from the City Administrator or his/her designee. 55