Anyone has the right to inspect and copy public data and have the data is explained. Here’s how to request records and data, the city’s response and fees.

How to request records and data

Data requests may be submitted online or in writing to City Clerk Becky Koosman.

The person making the request is not required to provide their name or a reason for the request.

We may ask you to provide certain identifying or clarifying information for the sole purpose of facilitating access to the data.

City response

We may provide information by fax or email at our discretion.

We are not required to provide information verbally over the phone.

We are not required to provide information in any specific format, except data will be provided electronically if maintained and requested in that format. Electronic data will be provided in the format or program used by the city.

Copies must be supplied as soon as reasonably possible.

Fees

Fees may be charged for copies or electronic transmittal of data according to the city’s standard photocopying policy.

If significant time is required, the fee may include the cost of preparing and copying or transmitting the data.

The fee will not include time needed to separate public from non-public data.

An additional fee may be charged if copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process or system developed with significant expenditure of public funds. The additional fee must relate to the actual development costs of the information.

If we determine we’re legally unable to provide the requested data, we must inform the requesting party as soon as possible and provide the specific reasons and statues why the request was denied.

Individuals may challenge the accuracy and completeness of data about themselves. The challenge must be submitted to the city in writing and must detail the nature of the challenge.

Within 30 days, the city is required to respond and either confirm we believe the data to be accurate, or correct any inaccurate or incomplete data. If data is incomplete or inaccurate, the city must attempt to notify past recipients, including those named by the contesting individual.

Contact City Clerk Becky Koosman at 952-939-8208 to ask questions, learn more or submit a challenge.

Appeals

The city’s decision can be appealed to the state. Learn more about submitting an appeal.

The city is responsible for ensuring records and data are accurate, current and protected. We take the following steps to protect all aspects of records and data.

All records must be maintained and disposed of according to the city’s records retention schedule.

Private and confidential information is secured and only readily accessible to individuals with authorized access.

Private and confidential data is required to remain in city offices, except when necessary for city business.

Individuals with authorized access to private and confidential information and data are:

• Not allowed to discuss, disclose or release private or confidential data to anyone without authorization.
• Not allowed to leave provide or confidential data where anyone without authorization may see it.
• Required to shred private or confidential data before discarding.

When a contract with an outside party requires access to private or confidential information, the outside party is required to follow the Data Practices Act. The city may include a contract provision in written contracts. See “Sample contract provision” to learn more.

Search the city records archives to find documents related to City of Minnetonka permits, inspections, plans, surveys, council records, resolutions and ordinances and microfilm. 

How to search

Permits, inspections, plans or surveys

1. Choose the type of document you are searching for in the Category dropdown.
2. Select the street name and house number. A date range can also be entered.
3. Click “Search.” 

Council records

1. Select “Council Records” from the Category dropdown.
2. Enter a date range, select a Document Type and/or a word or phrase in the Full Text Search field.
3. Click “Search.”

Resolutions and ordinances

1. Select “Resolutions & Ordinances” from the Category dropdown.
2. Enter a subject matter, date range and/or a word or phrase in the Full Text Search field.
3. Click “Search.”

Use the global search

The global search will allow you to search multiple categories at one time.

1. Select “Global” from the Category dropdown.
2. If you want to view permits, inspections, plans and surveys on a specific address, select the Street Name and House Number of the property. A date range may also be entered.
   1. If you only enter a date range in the Date fields, all document types will be returned that fall within that date range. This search may take some time to complete based on the size of the date range.
3. Click “Search.”

How to review results

1. The column headings are sortable by clicking on the heading. Click “View” for the document you want to review.
2. Click “Open” at the Open/Save/Cancel prompt. The document will open in its native application.
3. Click “Reset” to select a different category.

 Trouble finding a survey?

• Search both survey and microfilm documents.
• Not all properties have a survey on file.