Otter Tail County approves Prairie Lakes data‑management and MDH delegation agreements

Otter Tail County commissioners on Jan. 13 approved two agreements with the Prairie Lakes Community Health Board intended to clarify how regional public‑health work will be managed and who will hold and control health records.

Jody Lynn, the county’s public health director, told the board that a shared electronic health record launched Jan. 1 prompted the need for clearer data practices and a records management agreement to address who controls data and where it is stored. "On your agenda today are some outstanding agreements that we have for the Prairie Lakes Community Health Board," Lynn said when introducing the documents.

The first agreement standardizes data practices and includes several clerical edits noted by county attorneys, including spelling out the Minnesota Government Data Practices Act and the term "private data on individuals (PDI)." Lynn said the agreement is also a template should the regional health board dissolve in the future.

The second document is a delegation agreement required by the Minnesota Department of Health that outlines the statutory responsibilities retained by the Prairie Lakes Community Health Board and what will be carried out by local county health departments. Exhibit A details responsibilities such as community health assessment, performance management, communications and which programs remain at the board level versus county responsibilities (for example, hiring, training and matching funds for certain grants).

Commissioners praised staff work and the interjurisdictional approach. Commissioner comments highlighted that the agreements aim to set "rails" so responsibilities remain clear as personnel and memberships change. Both motions to authorize signatures were adopted unanimously.

Next steps: both agreements will be executed by the county, forwarded to Wilkin County for parallel action, and then submitted to the Minnesota Department of Health where required.