How to File a Public Records Request in Rosemount, Minnesota

What Is the Minnesota Government Data Practices Act?

The Minnesota Government Data Practices Act (MGDPA), codified at Minnesota Statutes Chapter 13 (§§ 13.01 through 13.90), is the state’s primary public records law. It guarantees every person — resident or not — the right to inspect and obtain copies of public government data held by any state agency, county, city, school district, or other political subdivision.

Under the MGDPA, “government data” means all recorded information a government entity collects, creates, receives, maintains, or disseminates, regardless of physical form. This includes paper documents, email, photographs, audio recordings, spreadsheets, computer files, and electronic databases. Common examples of public data include city council meeting minutes, building permits, contracts, city employee salary information, planning and zoning applications, and city budgets.

The MGDPA classifies data into categories — public, private, confidential, nonpublic, or protected nonpublic — rather than using a traditional exemption list. Key categories of non-public data include most personnel records beyond name and salary (Minn. Stat. § 13.43), active law enforcement investigative data (Minn. Stat. § 13.82), and medical and welfare data. Crucially, the burden is on the government entity, not the requester, to identify the specific statutory basis for withholding any data.

Read the full text of the Minnesota Government Data Practices Act (Minnesota Statutes Chapter 13 (§§ 13.01 through 13.99))

How to File a Public Records Request with the City of Rosemount

How to Submit Your Request

The City of Rosemount accepts public data requests in writing by mail, in person at City Hall, by email to the City Clerk, or through the city’s online Data Request Form available on the Requesting Records and Information page. For non-police data, the online form is the most direct method and ensures your request is routed correctly. Police data requests may have a separate process; contact the Police Records Department at City Hall if you are seeking law enforcement records. Regardless of how you submit, state clearly that you are making a request under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, and describe the specific data you are seeking. You are not required to identify yourself or explain your reason for requesting the data, though providing contact information helps the City Clerk follow up if clarification is needed.

What to Include in Your Request

• A statement that you are requesting data under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13
• A clear, specific description of the records or data you are seeking (dates, names, subjects, document types)
• Whether you want to inspect the data in person (free of charge) or receive copies
• Your preferred format for receiving copies (paper, electronic file, etc.)
• Contact information such as email or mailing address so the City Clerk can follow up
• A request for a written explanation and specific statutory citation if any data is withheld or redacted
• A request for a fee estimate before copies are produced if your request may generate significant charges

Response Deadlines and What to Expect

The MGDPA’s response timeline operates on two tracks. For general members of the public requesting public data — the most common scenario — Minn. Stat. § 13.03, subd. 3 requires the responsible authority to respond “within a reasonable time.” What constitutes a “reasonable time” depends on the complexity and scope of the request. Many Minnesota cities, including the City of Rosemount, aim to respond to most requests within 10 to 14 business days. For individuals requesting private data about themselves under Minn. Stat. § 13.04, subd. 3, the deadline is stricter: the government entity must comply “immediately, if possible,” or within 10 business days of the request, excluding Saturdays, Sundays, and legal holidays.

Unlike many states, Minnesota does not set a separate deadline for non-residents versus residents. The “reasonable time” standard applies equally to all requesters of public data.

A proper “response” under the MGDPA means either providing access to the data, informing you when access will be provided, or notifying you in writing that data is being withheld and citing the specific statutory basis. The agency is not permitted to simply ignore your request.

For copies, the City of Rosemount charges fees established in the City’s fee schedule. Minnesota law caps paper copy charges at $0.25 per page for 100 or fewer black-and-white, letter or legal-size copies. Inspection of records in person is always free. The City may never charge you for the cost of separating public from non-public data.

What to Do If Your Request Is Denied or Delayed

If the City of Rosemount denies your request or fails to respond within a reasonable time, you have real options — and the law provides meaningful teeth to enforce your rights.

If your request is denied, the City Clerk is required under the MGDPA to inform you in writing and cite the specific statutory provision that classifies the data as not public. A denial without a statutory citation is itself a violation of the Act. If you receive a vague response or no explanation at all, ask in writing for the precise legal authority for the denial.

If you believe the denial is improper, start by contacting the City Clerk directly to seek clarification. Errors or miscommunications can often be resolved informally. If that does not resolve the matter, you have three formal remedies.

First, you can request an advisory opinion from the Minnesota Commissioner of Administration under Minn. Stat. § 13.072. This is free and can be requested by either you or the government entity. The opinion is nonbinding, but courts are required to give it deference — and agencies that follow a Commissioner’s opinion are shielded from liability.

Second, you can file a formal data practices complaint with the Minnesota Office of Administrative Hearings (OAH) under Minn. Stat. § 13.085. There is a $1,000 filing fee, but a complainant who substantially prevails may be awarded attorney fees up to $5,000.

Third, you may file a civil lawsuit in district court under Minn. Stat. § 13.08 to compel compliance. A successful plaintiff may recover costs, disbursements, and reasonable attorney fees. If the Commissioner of Administration previously issued an opinion on the same controversy and the agency failed to comply, the court must award attorney fees.

Steps to Appeal

1. Contact the Rosemount City Clerk in writing and ask for a specific statutory citation for any denial or delay; a proper denial must identify the exact provision classifying the data as not public.
2. Request a fee estimate in writing if copy costs seem unreasonably high; the City cannot charge for inspection, data separation, or search and retrieval for public data requests.
3. Escalate to the City Administrator or the City’s Data Practices Compliance Official if the City Clerk’s office does not resolve the issue informally.
4. Request a free advisory opinion from the Minnesota Commissioner of Administration under Minn. Stat. § 13.072; submit your request to the Data Practices Office at mn.gov/admin/data-practices; courts must defer to the Commissioner’s opinion.
5. File a formal data practices complaint with the Minnesota Office of Administrative Hearings (OAH) under Minn. Stat. § 13.085; the $1,000 filing fee is refunded if a duplicate complaint is already pending before the Commissioner; a substantially prevailing complainant may recover attorney fees up to $5,000.
6. File a civil lawsuit in district court in Dakota County under Minn. Stat. § 13.08 to compel compliance; a prevailing plaintiff may recover costs, disbursements, and reasonable attorney fees; if the Commissioner had already issued an opinion on the same matter and the City failed to comply, attorney fees are mandatory.
7. Contact the Minnesota Data Practices Office for free technical assistance and guidance at any stage of the process: mn.gov/admin/data-practices or by phone at the Department of Administration.

Types of Records You Can Request from Rosemount, Minnesota

The City of Rosemount generates a wide range of public records as part of its day-to-day government operations. Under the MGDPA, the following types of records are presumptively public and available to any person upon request.

• City Council meeting agendas, minutes, and supporting packets
• City budget documents, tax levy resolutions, and capital improvement plans
• Building permits, inspection reports, and code enforcement files
• Planning and zoning applications, variance requests, and conditional use permits
• City contracts with vendors, contractors, and service providers
• City employee names, job titles, departments, and salary/compensation data (Minn. Stat. § 13.43)
• Environmental review documents and development impact studies
• Police incident and arrest reports (subject to exemptions for active investigations)
• City fee schedules and utility rate structures
• City ordinances, resolutions, and the Rosemount City Code
• Grant applications and awards received by the City
• Public Works project plans, engineering reports, and right-of-way permits
• Election records including candidate filings and certified results
• City financial audits, financial statements, and accounts payable records
• Agendas and minutes from City boards and commissions (Port Authority, Planning Commission, etc.)

If you’re unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Rosemount to justify withholding — not on you to pre-determine what’s available.

Tips for Effective Public Records Requests in Rosemount