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HomeMy WebLinkAbout2025-12-16 Special Meeting Mayor Robert E. Simison City Council Members: Luke Cavener, President Liz Strader, Vice President Brian Whitlock Doug Taylor John Overton Anne Little Roberts NOTICE OF SPECIAL MEETING: CITY COUNCIL SPECIAL MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Tuesday, December 16, 2025 at 5:00 PM The City of Meridian is committed to providing equal access to all public meetings. If you need accommodation, an alternative format, or language assistance to fully participate, please contact the City Clerk’s Office at cityclerk@meridiancity.org 72 hours prior the scheduled meeting. Materials presented at public meetings are subject to disclosure pursuant to the Idaho Public Records Act. Public Meetings of the Meridian City Council are streamed live at https://meridiancity.org/live and can be joined virtually at https://bit.ly/meridianzoommeeting Minutes ROLL CALL ATTENDANCE PRESENT Councilman John Overton Councilwoman Anne Little Roberts Councilman Brian Whitlock Councilwoman Liz Strader Councilman Luke Cavener Mayor Robert E. Simison ABSENT Councilman Doug Taylor ADOPTION OF AGENDA Adopted DEPARTMENT REPORTS \[Action Item\] 1. Addendum to State & Local Agreement Between City of Meridian and the Idaho Transportation Board by and through the Idaho Transportation Department for the Rail with Trail Pathway Approved Motion to approve made by Councilman Whitlock, Seconded by Councilman Cavener. Voting Yea: Councilman Overton, Councilwoman Little Roberts, Councilman Whitlock, Councilman Cavener 2. Fiscal Year 2026 Budget Amendment in the Amount of $183,955.00 for Rail with Trail Pathway Construction Approved Motion to approve made by Councilman Whitlock, Seconded by Councilman Cavener. Voting Yea: Councilman Overton, Councilwoman Little Roberts, Councilman Whitlock, Councilman Cavener 3. Agreement Between Owner and Contractor for Construction Contract (Stipulated Price) Between City of Meridian and Mountain Companies, LLC for the Rail with Trail Pathway Approved Motion to approve made by Councilman Whitlock, Seconded by Councilman Cavener. Voting Yea: Councilman Overton, Councilwoman Little Roberts, Councilman Whitlock, Councilman Cavener 4. Employee Health Benefits Trust Quarterly Update 5. Fiscal Year 2026 Budget Amendment in the amount of $781,110.00 for Employee Benefits Trust Plan Approved Motion to approve made by Councilman Cavener, Seconded by Councilman Overton. Voting Yea: Councilman Overton, Councilwoman Little Roberts, Councilman Whitlock, Councilman Cavener ADJOURNMENT 5:52 PM Meridian City Council Special Session December 16, 2025. A Meeting of the Meridian City Council was called to order at 5:30 p.m. Tuesday, December 16, 2025, by Mayor Robert Simison. Members Present: Robert Simison, Luke Cavener, John Overton, Anne Little Roberts and Brian Whitlock. Members Absent: Liz Strader and Doug Taylor. Other Present: Chris Johnson, Bill Nary, Mike Barton, Christena Barney, Jamie Leslie, Steve Taulbee and Dean Willis. ROLL-CALL ATTENDANCE Liz Strader X Brian Whitlock X Anne Little Roberts X John Overton Doug Taylor _X_Luke Cavener X Mayor Robert E. Simison Simison: Council, we will call this special meeting of the City Council to order. For the record it is Tuesday, December 16th, 2025, at 5:30 p.m. We will begin tonight's special City Council meeting with roll call attendance. ADOPTION OF AGENDA Simison: Next up is adoption of the agenda. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: No changes, we are going to get to as many as we can and, then, carry over to our next meeting. So, I move that we adopt the agenda as published. Overton: Second. Simison: Motion and second to adopt the agenda as published. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the agenda is agreed to. MOTION CARRIED: FOUR AYES. TWO ABSENT. DEPARTMENT REPORTS [Action Item] Meridian City Council Special Session December 16,2025 Page 2 of 10 1. Addendum to State & Local Agreement Between City of Meridian and the Idaho Transportation Board by and through the Idaho Transportation Department for the Rail with Trail Pathway Simison: First item up is Item 1 addendum to state and local agreement between City of Meridian and the Idaho Transportation Board by and through the Idaho Transportation Department for the Rail with Trail pathway and turn this over to Mr. Barton. Barton: Thank you, Mr. Mayor and Members of Council. Appreciate your time this evening. We are -- after kind of a long journey with this project we are happy to -- really happy to be here and the first -- the first item is tied to the second item and the second item is -- they are all interconnected. So, we will take them one by one and the first one is -- we are asking for approval to an addendum to the state-local agreement that was originally approved in 2016 and amended in 2022. So, this -- this addendum will solidify grant funding in the amount that's on the -- on the agreement. So, I'm happy to answer any questions you have. Simison: Council, any questions that are on the addendum? 2. Fiscal Year 2026 Budget Amendment in the Amount of $183,955.00 for Rail with Trail Pathway Construction Simison: Okay. Then with we will go on to Item 2, which is a Fiscal 2026 Budget Amendment in the amount of 183,905 dollars for Rail with Trail Pathway construction. Turn this over to Mr. Barton for comments. Barton: Mr. Mayor, Members of Council, thank you. We are asking for a budget amendment to approve our proportionate share to the grant funding for 183,955 dollars. Simison: Is there discussion? Councilman Whitlock. Whitlock: Mr. Mayor? Simison: Councilman Whitlock. Whitlock: I would move that we approve agenda Item No. 2, fiscal year 2026 budget amendment in the amount of 183,955 dollars. Cavener: Second. Simison: Have a motion and second to approve Item 2. Is there any discussion on the motion? Cavener: Mr. Mayor? Meridian City Council Special Session December 16,2025 Page 3 of 10 Simison: Councilman Cavener. Cavener: Real quick want to thank Mike and Kim. I had -- had memories of this project, it's been going on a long time and I appreciate Kim setting me straight, getting me educated today and really hope that we get this project moved forward and wrapped and lots to celebrate, so thank you, Mr. Mayor, thank you, team. Appreciate it. Barton: Appreciate you. Simison: And if I can, if Kim, Steve, John -- if we -- if we can also give an appreciation to COMPASS. We have -- we have taken COMPASS back and forward and through and in and out over the years for trying to make this happen through all the challenges we have had and they have been really good to us to help keep this project moving forward and us staying online. So, if we can send our appreciation to them would really appreciate it, so -- Barton: Thank you. Simison: With that ask the clerk to call the roll. Roll Call: Cavener, yea; Strader, absent; Overton, yea; Little Roberts, yea; Taylor, absent; Whitlock, yea. Simison: All ayes. Motion carries and the item is agreed to. MOTION CARRIED: FOUR AYES. TWO ABSENT. 3. Agreement Between Owner and Contractor for Construction Contract (Stipulated Price) Between City of Meridian and Mountain Companies, LLC for the Rail with Trail Pathway Simison: So, with that we will move on Item 3, which is an agreement between the owner and contractor for construction contract between the City of Meridian and Mountain Companies, LLC, for Rail with Trail Pathway. Barton: Mr. Mayor, Members of Council, if you approve this final item that we have for you this evening our contractor is ready to start, so we are asking for your approval of Mountain Companies to build the Rail with Trail Pathway in the amount of 949,269 dollars. Whitlock: Mr. Mayor? Simison: Councilman Whitlock. Whitlock: I move that we approve agenda Item No. 3, the agreement to move forward on the Rail with Trail Pathway. Meridian City Council Special Session December 16,2025 Page 4 of 10 Cavener: Second. Simison: Have a motion and second to approve Item 3. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay? The ayes have it and the item is agreed to. MOTION CARRIED: FOUR AYES. TWO ABSENT. Barton: Thank you. Simison: Thank you. Good luck. 4. Employee Health Benefits Trust Quarterly Update Simison: With that we will move on to Item 4, which is Employee Health Benefits Trust quarterly update. Christen? Scott? Who -- both? Either? Neither? Good evening. Barney: Good evening, Mayor, Council. I have Scott Howell here with me from Gallagher. We are going to team -- tag team this presentation. As soon as it comes up. All right. So, we have been before you a couple times. One of the things that I wanted to just reiterate with all of you the trust commitments is to provide you quarterly financials, annual statements and audit results, so that you are aware of what's going on with the trust. Part of that is my return here today to provide you the latest update that we have and, then, provide overall analysis of the financial status of the trust. Again, another reason we are here today. And provide any answers to any questions that you might have along the way. So, as we were working through this, working through the presentation and the executive summary, there were some questions that came up about how did we get to where we are and so I know this is really small, but I kind of wanted to go back to when the trust actually was in a good spot financially. And so that was quarter three of '24. We had 765,000 and some change in the account that credited, you know, our reserve and our surplus funding. We, then, had quarter four additional claims and there is a typo. That should be Q4, not Q3 -- that came in at 877,000 dollars. So, at ate up all of that surplus that we had and put us in a deficit and we have remained in a deficit ever since. Q1 we had additional claims of 437,000 and so those claims really ran from quarter one and to quarter two. Now, we are at 550,000, which we came to you and asked for the funding to rectify that deficit. That funding was not received and accredited until Q3, which you can see there. And, then, in Q3 we had additional claims of 565,000. So, again, putting us into deficit. We reported to the Department of Insurance for Q3 a 748,000 dollar deficit. We had requested 182 to satisfy the -- the deficit that was remaining from quarter two. We received that in quarter three. So, it's all about kind of timing of when we get these funds, so that we can make sure that we are adequately funding and in an appropriate -- appropriate time frame. So, that leaves a deficit of 565,000. We project there will be a deficit in quarter four of 314,000. We have received a rebate for our pharmacy of 900 -- or 99,000. Excuse me. Getting us to the 781 ,000 that we are requesting this evening. I will pause Meridian City Council Special Session December 16,2025 Page 5 of 10 there, because I know there is a lot of confusion and trying to track this and trying to explain it, so I want to make sure I answer any questions. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Christena, this is helpful. So, when we are really reporting a Q3 deficit, it's actually a combination of previous quarters' deficits that haven't been paid entirely because the deficits exceeded more than we projected. Barney: Correct. Cavener: That piece alone I think is really really helpful. When I see a piece of information that says Q3 deficit, that's the number that I'm starting -- we are starting with zero and it's really -- Barney: Yeah. Not -- Cavener: It's not, it's -- it's Q2, Q1 in the past, so -- Barney: Correct. Cavener: -- that to me helps me really understand how we got to this particular number, because it -- from a Council standpoint if it was like we are chipping away at this each quarter and the dollars are getting bigger and bigger and bigger. So, that at least satisfies my initial question. How do we get the 748,956 dollars. It would be helpful I think just -- Mr. Mayor, if I may. In the future the -- the previous contribution of 550,000 dollars isn't really reflected, whereas you reflect the 182,000 -- at least -- and I apologize, I have got three different memos that I'm trying to kind of track off of. In one memo -- the one -- one of them from today we recognize the previous funding from the city of 182,988, but we don't reflect, at least in this memo that I'm holding -- the 550,075 that we previous -- so, just feedback I think to the trust is the more clarity, the more transparency -- I don't know if you were here for the conversation about staff reports, but trying to make it easy for us to understand -- what's easy for us to understand -- there is probably less questions we are able to track and my other just piece of feedback is words are used kind of interchangeably, like in -- I'm thinking this one here we talk about additional claims, but additional claims is really building towards our deficit; right? Barney: Based on our financial status right now, yes. Cavener: So, I think it would be helpful for us to understand, okay, these additional claims resulted in X amount of additional dollars deficit, because later on you do reflect deficit, but up at the top you don't. So, just -- I think those are some feedback that will Meridian City Council Special Session December 16,2025 Page 6 of 10 help make it easier for me to understand and where I have had some real frustrations and challenges with getting information. The easier we can get it the better it is. Barney: Thank you. I appreciate that feedback. Cavener: I appreciate that. Thank you. Barney: And I'm going to continue to keep this chart that you are seeing now, so it -- it can become familiar and I can just keep it rolling as we go on and as these debits and credits come in that way we have a familiar format that everyone understands moving forward. Cavener: Perfect. And -- Mr. Mayor? Simison: Council Cavener. Cavener: I know we have still got some other action on this, but at end of the year what our total deficit was and -- versus what we projected it was going to be would be helpful, because I think it's important for us if we are -- we are going to probably spend over a million dollars and we projected on this and as we are getting ready to go into budget we want to make sure you guys have -- the trust has the dollars they need, so you are not having to keep them coming back, because I know that's not a fun thing for you guys either. I want to avoid that for you all as well. But if we can have -- and I recognize this is all driven by claims and we can't predict who is going to get sick and how extreme those claims are, but it's good for us to get a good sense of like, oh, we -- we spent a million dollars more than we anticipated, as we go into budget we should maybe probably plan to increase our budget by a larger amount, so that we are not finding ourselves in this situation. Simison: And your CFO -- he does -- he does that. Cavener: Okay. Simison: He -- when these come in they are over what he thought they were going to be based upon the previous years increases their expectations, so -- Cavener: Mr. Mayor, he may want to have a -- a larger just trust conversation as part of our budget planning for this year, just so that we can be caught in the loop as to what those trends are, what's driving costs. I think that's -- Simison- I think that's the next part of this conversation. Cavener: Okay. Barney: Absolutely. So, what we anticipate is -- and Scott's going to get more into that as we get further into this presentation, but we tried to anticipate not ending in a deficit Meridian City Council Special Session December 16,2025 Page 7 of 10 and we had several factors this particular year starting actually in quarter three of last year that contributed to things that we just -- we could not foresee. So, like the city budget, you plan that out a year and a half in advance. We do the same thing and so we are trying our best at the estimates, looking at previous data, those types of things, but there are factors outside of our control. What I wanted to try to do and what I had committed to do, you know, from the trust is to make sure we are bringing that information to you a little more timely, that you guys are getting those updates quarterly, so that you aren't blindsided as you were this year. Cavener: Great. Thank you. Barney: Yeah. So, we have talked about this and I kept this in that slide, because it is still relevant. The remainder of 2025 we have got claims through this week. We know that those are exceeding our contributions to date and October through January are usually our highest months. So, I will turn it over to Scott here. Howell: Yeah. So, this is just a snapshot of our monthly claims versus funding. You can see on the -- each month we have a fair amount of volatility based on the claims that come in. We also have some stop loss reimbursements for claims that are large enough to trigger the stop loss. You can see that most of the months of this year our -- our claims costs have exceeded our funding. We have talked a little bit in the past about what led to this. As Christena mentioned, we set these projections about a year and a half in advance at the end of the plan year. So, we are talking about setting these numbers in -- like the '26 numbers we were setting in the summer of '25 and so the tools and the information that we have is all historical and we make some projections assuming that things will kind of stay the same as they are, just with some inflation and as Christena mentioned in the fourth quarter of '24 things took a really serious turn for -- towards the more expensive and have -- have remained there. So, that's kind of what led to this. This chart -- we developed it just thinking that it would be a helpful illustration to show what the Department of Insurance requires us to maintain as far as a balance in the trust and that's the shaded green part on the bottom and that's composed of two -- two items. One is the surplus. The department gives us a couple of different ways to calculate that -- those two calculations. One of them is -- results in a 2.4 million dollar number and the other results in a three and a half million dollar number. We used the two -- 2.4 million dollar number and, then, the million dollar number. And then the other component is -- IBNR, which is incurred, but not reported claims. So, that's reserved to cover claims that -- where services have been rendered, but we haven't seen the bills yet and that amount right now is 479,000. So, between those two the Department of Insurance requires that we have a balance of just under three million dollars in the trust and you can see that since the fourth quarter of '24 we have dipped below that and we have a funding increase, a contribution increase coming in January and, then, with the request -- the amendment request to contribute to surplus, our hope is that we get above that green and stay there. Just some language from the State Code. I kind of wish I was a lawyer reading this, because it doesn't make a ton of sense. The bottom line is that they do have an amount that they require us to have. The requirement is also that we maintain that amount at all times. So, not only is Meridian City Council Special Session December 16,2025 Page 8 of 10 coming back every quarter not fun, it is not in compliance with -- with the department's requirement that we -- that we keep that at all times. So, our -- our thoughts to -- well, will let Christena get into some more numbers and, then, we will talk about kind of some thoughts in the future to -- Barney: So, I just want to -- I just wanted to reiterate the financial status and really what we are looking at funding is that Q3 forward through the end of the year, so that we can get in compliance with the Department of Insurance and the state regulations that say we need to maintain that reserve and surplus at all times. So, it's really the request that we have here today. But in addition to that we also have some things for you to consider in the future and, again, we will be coming back and having these conversations, but just kind of wanted to kind of plant the seed and maybe have a little bit of conversation about the direction you guys feel is appropriate moving forward. Howell: Yeah. So, again, our hope with the projections that we made for '26 is that we are adequately funding month to month, because of timing again we made those '26 projections in the summer of '25. The historical data that we had wasn't -- you know, we still had some of the good months from -- from late '23 and early '24 in that historical data that we used for the projection. So, there still is a chance that the '26 funding doesn't adequately maintain the trust balance that we need and so rather than coming every quarter and asking for one time infusions, our thought is, you know, would it be better to update our projections, you know, maybe quarterly if -- if we see that they are -- they are off by a certain margin and that could mean that we come and say, hey, we don't need to fund as much, because we have -- we have reached a surplus that's healthy and -- and we can reduce what we are contributing on a month or if it's another year like this we -- we would come and say, hey, based on how things are going we know that -- we think we know that the costs are going to continue to be above what we are funding and we would recommend just an ongoing increase in the funding, rather than trying to resolve it every quarter with -- with a budget amendment. Barney: That's all we had for you, so I will stand for any questions. Simison: Thank you. Council, any questions? Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: No questions, but just for feedback that I'm going to only be supportive of seeing you guys on a quarterly basis for right now. We have had some struggles with getting clear and concise and accurate information. Until I feel that that's going to be satisfied I think -- unfortunately I think the funding request is the mechanism that ensures that we are doing these types of conversations right now. So, at least for me that's where I would be sitting tonight. Meridian City Council Special Session December 16,2025 Page 9 of 10 Barney: And to that point I think I would like to reiterate regardless of what our financial status is, a commitment is to bring this back quarterly. I think the idea is to not have to ask for money each quarter, to be able to adequately fund it, but in the event that we do need funding we want to provide you as many options as possible and instead of maybe a one-time infusion it's a mid-year rate change where maybe the city contributes a certain percentage higher for the remainder of the year to keep us out of that deficit. There is just some other options we wanted to explore with you. Simison: Yeah. I think the goal -- how do we stay in compliance with the state and meet the Council's desire for information. Barney: Correct. Simison: How do we -- how do we achieve that. I think that's what I'm going to challenge everyone to think about between now and the next time we have a conversation. You know, I wish the state would go on record to more clearly define what we know is in their viewpoints based on the code, but we want to have a good partner in the state, we don't want to have a state partner that doesn't appreciate working with us, so how we -- how we bridge that gap, that's what we need to figure out, so -- 5. Fiscal Year 2026 Budget Amendment in the amount of $781,110.00 for Employee Benefits Trust Plan Simison: Okay. With that we will move on to Item 5, which is the fiscal year 2026 budget amendment in the amount of 781 ,110 dollars for employee benefits trust plan. Technically I don't know if I'm presenting the budget amendment. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: I signed it and -- Simison: Okay. Cavener: -- so I'm happy to do that. This is -- covers a lot of what Christena and the team just shared, so, Mr. Mayor, I move that we approve the fiscal year 2026 budget amendment in the amount of 781,110 dollars for employee benefits trust plan. Overton: Second. Simison: Have a motion and a second to approve Item 5. Is there discussion on the motion? If not, clerk call the roll. Roll Call- Cavener, yea; Strader, absent; Overton, yea; Little Roberts, yea; Taylor, absent; Whitlock, yea. Meridian City Council Special Session December 16,2025 Page 10 of 10 Simison: All ayes. Motion carries and the item is agreed to. MOTION CARRIED: FOUR AYES. TWO ABSENT. Simison: Council, that's the end of our agenda. Do I have a motion? Nary: Mr. Mayor, one more thing. Mr. Siddoway did contact me. We took up Item 1 on the Rails with Trail. It was an agreement, but we didn't approve the agreement. We simply asked for if there was any questions, but we didn't get -- so we need to approve the agreement with Item 1 in addition to the one that we just approved under Item 3. Simison: Okay. Whitlock: Mr. Mayor? Simison: Councilman Whitlock. Simison: Rewind the clock and approve agenda Item No. 1, an agreement on the Rail with Trail Pathway. Cavener: Second. Simison: Have a motion and second to agree to the addendum to the state and local agreement between City of Meridian and the Idaho Transportation Board and through the Idaho Transportation Department with the Rail with Trail Pathway. Is there any discussion? If not, all in favor signify by saying aye. Opposed nay. The ayes have it and the item is agreed to. Cavener: Mr. Mayor? Simison: Councilman Cavener. Cavener: Move we adjourn our special meeting. Overton: Second. Simison: Motion and seconded to adjourn. All in favor signify by saying aye. Opposed nay? The ayes have it and we are adjourned. MEETING ADJOURNED AT 5:52 P.M. (AUDIO RECORDING ON FILE OF THESE PROCEEDINGS) 1 / 6 / 26 MAYOR ROBERT E. SIMISON DATE APPROVED ATTEST: CHRIS JOHNSON - CITY CLERK E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Addendum to State & Local Agreement Between City of Meridian and the Idaho Transportation Board by and through the Idaho Transportation Department for the Rail with Trail Pathway C� f1E RIDIA4, MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Mike Barton / Kim Warren Meeting Date: December 16, 2025 Parks &Recreation Presenter: Mike Barton, Park Superintendent Estimated Time: 5 min Topic: Rail With Trail Pathway-Addendum to State and Local Agreement Recommended Council Action: Approve addendum to the existing State and Local Agreement for the Meridian Rail With Trail Pathway Background: Federal grant funding for the Rail With Trail Pathway has been obligated in the amount of $1,271,000.00 that will be memorialized in this addendum to the previously approved State and Local Agreement (dated 6.15.2016, amended 8.9.2022). ADDENDUM STATE/LOCAL AGREEMENT (DESIGN AND CONSTRUCTION) PROJECT NO. A013 (918) RAIL WITH TRAIL PATHWAY, MERIDIAN ADA COUNTY KEY NO. 13918 THIS ADDENDUM is made and entered into this day of , by and between the IDAHO TRANSPORTATION BOARD by and through the IDAHO TRANSPORTATION DEPARTMENT, hereafter called the State, and the CITY OF MERIDIAN, acting by and through its MAYOR AND COUNCIL, hereafter called the Sponsor. PURPOSE This Addendum will modify the State/Local Agreement Addendum entered into on the 22nd day of August 2022, (hereinafter "Agreement") between the same parties . The parties agree to the following revisions : Section I Paragraph II of the agreement will be amended by changing the following. Federal participation in the Federal-aid portion of this project is at the rate of 92 . 660; local participation is 7 . 340 . Scheduled local participation funds are 100% Sponsor responsibility. Scheduled funding for this project is listed on the approved Idaho Transportation Investment Program, and subsequent revisions . Current estimated funding is as follows : a. Project Development - $121, 000 • (PE-$2,000 PL-$5,000 PC-$114,000) b. Right-of-Way - $0 C. Project Development Local Participation (100o sponsor responsibility) - $75, 000 d. Utilities - $0 e . Construction - $964, 945 • (Bid-$949, 000) (Fed Aid Contingency $15, 945) f. Construction Local Participation (Contingency) (100o sponsor responsibility) - $108, 955 g. Construction Engineering - $185, 055 • (CE-$4,745 CL-$37, 960, CC-$142,350 State/Local Agreement(TAP)Addendum Rail with Trail Pathway,Meridian Key No. 13918 Page I h. Total Estimated Project Costs - $1, 454, 955 • (Fed Aid-$1, 271, 000) • (Local Participation- $183, 955) EXECUTION This Addendum is executed for the State by its Division Administrator, and executed for the Sponsor by the Board of Commissioners, attested to by the City Clerk, with the imprinted Corporate Seal of the City of Meridian. IDAHO TRANSPORTATION DEPARTMENT Division Administrator ATTEST: CITY OF MERIDIAN City Clerk Mayor (SEAL) By regular/special meeting on xx: 13918 SLA TAP ADDENDED State/Local Agreement(TAP)Addendum Rail with Trail Pathway,Meridian Key No. 13918 Page 2 State/Local Agreement(Construction) Addendum to State/Local Agreement Transportation Plan, Sandpoint Area Key No. 23033 Page No. 3 ADDENDUM STATE/LOCAL AGREEMENT (DESIGN AND CONSTRUCTION) PROJECT NO. A013(918) RAIL WITH TRAIL PATHWAY, MERIDIAN ADA COUNTY KEY NO. 13918 THIS ADDENDUM is made and entered into this day of ______, by and between the IDAHO TRANSPORTATION BOARD by and through the IDAHO TRANSPORTATION DEPARTMENT, hereafter called the State, and the CITY OF MERIDIAN, acting by and through its MAYOR AND COUNCIL, hereafter called the Sponsor. PURPOSE This Addendum will modify the State/Local Agreement Addendum entered into on the 22nd day of August 2022, (hereinafter "Agreement")between the same parties. The parties agree to the following revisions: Section I Paragraph II of the agreement will be amended by changing the following. Federal participation in the Federal-aid portion of this project is at the rate of 92.66%; local participation is 7.34%. Scheduled local participation funds are 100% Sponsor responsibility. Scheduled funding for this project is listed on the approved Idaho Transportation Investment Program, and subsequent revisions. Current estimated funding is as follows: a. Project Development - $121,000 (PE-$2,000 PL-$5,000 PC-$114,000) b. Right-of-Way - $0 c. Project Development Local Participation (100% sponsor responsibility) - $75,000 d. Utilities - $0 e. Construction - $964,945 (Bid-$949,000) (Fed Aid Contingency $15,945) f. Construction Local Participation (Contingency) (100% sponsor responsibility) - $108,955 g. Construction Engineering - $185,055 (CE-$4,745 CL-$37,960, CC-$142,350 h. Total Estimated Project Costs - $1,454,955 State/Local Agreement (TAP) Addendum Rail with Trail Pathway, Meridian Key No. 13918 Page 1 (Fed Aid-$1,271,000) (Local Participation- $183,955) EXECUTION This Addendum is executed for the State by its Division Administrator, and executed for the Sponsor by the Board of Commissioners, attested to by the City Clerk, with the imprinted Corporate Seal of the City of Meridian. IDAHO TRANSPORTATION DEPARTMENT _________________________________ Division Administrator ATTEST: CITY OF MERIDIAN ________________________________ City Clerk Mayor Chris Johnson Robert E. Simison 12-16-2025 12-16-2025 (SEAL) By regular/special meeting 12-16-2025 on ______________________. wd: 13918 SLA TAP ADDENDED State/Local Agreement (TAP) Addendum Rail with Trail Pathway, Meridian Key No. 13918 Page 2 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Fiscal Year 2026 Budget Amendment in the Amount of$183,955.00 for Rail with Trail Pathway Construction C�/((1E RIV3 MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Mike Barton / Kim Warren Meeting Date: December 16, 2025 Parks &Recreation Presenter: Mike Barton, Park Superintendent Estimated Time: 5 min Topic: Rail With Trail Pathway- Budget Amendment/ Spending Authority Request Recommended Council Action: Approve the budget amendment for the Rail With Trail Project Background: Grant funding for the Rail With Trail Pathway has been approved in the amount of$1,271,000. This was memorialized in the previously discussed addendum to State and Local Agreement. We have a total project cost of$1,454,955 of which $70,178 has already been paid leaving a balance to start and finish construction of$1,384,776.28. The existing budget of$403,000 leaves an additional amount of$981,462.96 of spending authority needed to execute the project. Because the project cost has exceeded the obligated grant funding,the City contribution or "match" needed to execute the project is $183,955.00. See breakout below. Fund20 Fund01 87 4% 1 6% 100.0' 0 Grant Funding City Match Total Project Pros cct Cast $ 1,271,000.00 183,955.00 $1,454,955.00 FY2025Actu@1Spmt 70.178.72 S - 70,178.72 FY2025Project Cost Rcrmining S 1,200,821.28 S 183,955.00 S1,384,775.28 FY2026C@rry10rw@rdBudgOt $ 403,313.32 - $ 403,313.32 Additional Budget Needed 797,507.96 18305.00 W1,462.96 Budget Amendment Form attached 12/5/2025 3:52 PM City of Meridian FY2026 Budget Amendment Form Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# G/L# Proj.# G/L#Description Total E IDIAN°_- 01 5290 41200 6009.c.1 Wages 01 5290 41206 6009.c.1 PT/Seasonal Wages 01 5290 41210 6009.c.1 Overtime Please only complete the fields 01 5290 41304 6009.c.1 Uniform Allowance highlighted in Orange. 01 5290 42021 6009.c.1 FICA $ Amendment Details 01 5290 42022 6009.c.1 PERSI $ Title: Rail With Trail Pathway Spending Authority Request 01 5290 42023 6009.c.1 Worker's Comp $ Department Name: Parks&Recreation 01 5290 42025 6009.c.1 Employee Insurance $ Presenting Department Name: Parks&Recreation Total Personnel Costs $ Department#: 5290 Operating Expenditures Primary Funding Source: 1 Fund# Dept.# G/L# Proj.# G/L#Description One-Time On-Going Total CIP#: 01 5290 6009.c.1 $ - Project#: 6009.c.1 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ Is this for an Emergency? ❑ Yes ❑✓ No 01 5290 6009.c.1 $ New Level of Service? ❑ Yes ❑ No 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ Clerks Office Stamp 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ 01 5290 6009.c.1 $ 01 1 5290 6009.c.1 $ Date of Council Approval 12-16-2025 Total Operating Expenditures $ - $ $ Capital Outlay Fund# Dept.# G/L# Proj.# G/L#Description Total Acknowledgement Date 20 5290 93401 6009.c.1 JPathway Construction(Reimbursed) $ 797,508 �L 01 5290 93401 6009.c.1 Pathway Construction-(City Cost) $ 183,955 12/5/25 01 5290 6009.c.1 Department Director 01 5290 6009.c.1 REVIEWED fields 12.5.25 01 5290 6009.c.1 By Todd Lavoie at 5:03 pm,Dec 05,2025 01 5290 6009.c.1 Chi Financial Office Total Capital Outlay $ 981,463 Revenue/Donations a Fund# Dept.# G/L# Proj.# G/L#Description Total Co ci ' on / _201 5290 1 33105 1 6009.c.1 JGrant Funds $ 797,508 C�j 01 5290 33105 6009.c.1 12-8-25 01 1 5290 6009.c.1 Mayor Total Revenue/Donations $ 797,508 Total Amendment Request $ 183,955 City of Meridian FY2026 Budget Amendment Form C:\Users\ssiddoway\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\R6ROAVQ8\FY2026 Budget Amendment Form_Parks_Rail With Trail Pathway Final Version 12/5/2025 3:52 PM City of Meridian FY2026 Budget Amendment Form Total Amendment Cost-Lifetime Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: Parks&Recreation Funding 2026 2027 2028 2029 2030 Title: Rail With Trail Pathway Spending Authority Request Personnel $ - $ $ $ $ InstnrctionsforSu➢nniningRndgetArne.ndmentcc Operating $ - $ $ $ $ ➢Department will send Amendment with Directois signature to Finance(Budget Manager)for review Capital $ 981,463 i Finance will send Amendment to council liaison for signature Total $ - $ 981,463 $ $ $ $ ➢Council Liaison will send signed Amendment to Mayor Total Estimated Project Cost: $ 981,463 !Mayor will send signed Amendment to Finance(Budget Manager) Evaluation Questions ➢Finance(Budget Manager)will send approved copyof Amendment to Department Please answer all Evaluation Questions using the financial data referenced above. ➢Department will add copy of Amendment to Council Agenda u5ing Municode Agenda Manager ..........g _,. ._,.r__... _ Grant funding for the Rail With Trail pathway hs been obligated in the amount of$1,271,000 that will be memorialized in an addendum to the previously approved State and Local Agreement dated 6.15.2016 and amended 8.9.2022.We have a total project cost of$1,454,955 of which$70,178 has already been paid leaving a balance to start and finish construction of$1,384,776.28.We have an existing budget of$403,000 which leaves an additional amount of$981,463 of spending authority needed to execute the project. Because the project cost has exceeded the obligated grant funding the City contribution or"match"needed to execute the project is$183,955. 2. Why was this budget request not submitted during the current fiscal year budget cycle? i Design was complete at the end of FY 2025,bids were advertised and received 11.3.2025. 3. What is the explanation for not submitting this budget request during the next fiscal year budget cycle? Grant funds are obligated in the 2026 fiscal year. 4.Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. j General Fund. 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? Yes 6. Does this request require resources to be provided by other departments? If yes,please describe the necessary resources to be provided by other departments. No 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No no_._ 8.Is the amendment going to result in the disposal of an asset?(Yes or No) no 9.An additional comments? No Total Amendment Request $ 183,955 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. City of Meridian FY2026 Budget Amendment Form C:\Users\ssiddoway\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\R6ROAVQ8\FY2026 Budget Amendment Form—Parks—Rail With Trail Pathway Final Version E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Agreement Between Owner and Contractor for Construction Contract (Stipulated Price) Between City of Meridian and Mountain Companies, LLC for the Rail with Trail Pathway C� f1E RIDIA4, MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Sandra Ramirez, Procurement Meeting Date: December 16, 2025 Presenter: Mike Barton, Park Superintendent Estimated Time: 6 min Topic: Rail With Trail Pathway-Construction Contract Recommended Council Action: Staff request that the attached construction contract with Mountain Company, LLC,be approved in the amount of$949,269.00 Background: Bids for the Meridian Rail With Trail Pathway were publicly opened on November 3, 2025. Of the three bids received,the responsive low bidder was Mountain Company, LLC,with a bid of $949, 269.00. Parks and Recreation Staff request Council approval (contingent upon approval of the preceding budget items) to enter into a contract with Mountain Company, LLC, for construction of the Meridian Rail With Trail Pathway. Signed Construction Contract Attached. AGREEMENT BETWEEN OWNER AND CONTRACTOR FOR CONSTRUCTION CONTRACT (STIPULATED PRICE) This Agreement is by and between The City of Meridian ("Owner") and Mountain Companies, LLC ("Contractor"). Terms used in this Agreement have the meanings stated in the General Conditions and the Supplementary Conditions. Owner and Contractor hereby agree as follows: ARTICLE 1—WORK 1.01 Contractor shall complete all Work as specified or indicated in the Contract Documents.The Work is generally described as follows: The construction of a 10-ft wide asphalt pathway with 2-foot gravel shoulders. The construction of pedestrian ADA compliant ramps at the crossing of E Broadway Ave. The construction of irrigation improvements involve; a concrete headwall, irrigation structures, piping the Rutledge Lateral, and partial piping of the Nine-Mile Creek. ARTICLE 2—PROJECT 2.01 The Project, of which the Work under the Contract Documents is a part, is generally described as follows: The City has a need for services involving the construction of a 10' wide multi-use pathway to provide access to non-motorized or multi-modal users and will increase access between communities. The project will construct a multi-use pathway between NW 3rd Street and 891h Street South of Broadway Avenue. Project actions also include piping the Rutledge Lateral within the project limits, and part of the Nine-Mile Creek. 2.02 This is a Davis Bacon project, funded by Transportation Alternatives Program (TAP) from Federal Highways (FHWA) and administered by the Local Highway Technical Assistance Council (LHTAC). Federal testing, compliance, and environmental requirements must be followed. 2.03 Compliance with Laws: In performing the scope of work required hereunder, the Contractor must comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. This agreement will be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 1 of 10 ARTICLE 3—ENGINEER 3.01 The Owner has retained Keller Associates ("Engineer")to act as Owner's representative, assume all duties and responsibilities of Engineer, and have the rights and authority assigned to Engineer in the Contract. 3.02 The part of the Project that pertains to the Work has been designed by"Engineer". ARTICLE 4—CONTRACT TIMES 4.01 Time is of the Essence A. All time limits for Milestones, if any, Substantial Completion, and completion and readiness for final payment as stated in the Contract Documents are of the essence of the Contract. 4.02 Contract Time A. Refer to the ITD Special Provisions for Contract Time details. 4.04 Milestones A. Parts of the Work must be substantially completed on or before the following Milestone(s): 1. Milestone 1: Substantial Completion July 15`", 2026 4.05 Liquidated Damages A. Contractor and Owner recognize that time is of the essence as stated in Paragraph 4.01 above and that Owner will suffer financial and other losses if the Work is not completed and Milestones not achieved within the Contract Times, as duly modified. The parties also recognize the delays, expense, and difficulties involved in proving, in a legal or arbitration proceeding, the actual loss suffered by Owner if the Work is not completed on time. Accordingly, instead of requiring any such proof, Owner and Contractor agree that as liquidated damages for delay (but not as a penalty): 1. Substantial Completion: Contractor shall pay Owner$250 for each day that expires after the time (as duly adjusted pursuant to the Contract) specified above for Substantial Completion, until the Work is substantially complete. 2. Completion of Remaining Work:After Substantial Completion, if Contractor shall neglect, refuse,or fail to complete the remaining Work within the Contract Times(as duly adjusted pursuant to the Contract)for completion and readiness for final payment,Contractor shall pay Owner $250 for each day that expires after such time until the Work is completed and ready for final payment. 4. Liquidated damages for failing to timely attain Milestones, Substantial Completion, and final completion are not additive, and will not be imposed concurrently. B. If Owner recovers liquidated damages for a delay in completion by Contractor, then such liquidated damages are Owner's sole and exclusive remedy for such delay, and Owner is precluded from recovering any other damages, whether actual, direct, excess, or consequential,for such delay,except for special damages(if any)specified in this Agreement. 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 2 of 10 4.06 Special Damages A. Contractor shall reimburse Owner(1)for any fines or penalties imposed on Owner as a direct result of the Contractor's failure to attain Substantial Completion according to the Contract Times,and (2)for the actual costs reasonably incurred by Owner for engineering,construction observation, inspection, and administrative services needed after the time specified in Paragraph 4.02 for Substantial Completion (as duly adjusted pursuant to the Contract), until the Work is substantially complete. B. After Contractor achieves Substantial Completion, if Contractor shall neglect, refuse, or fail to complete the remaining Work within the Contract Times, Contractor shall reimburse Owner for the actual costs reasonably incurred by Owner for engineering, construction observation, inspection, and administrative services needed after the time specified in Paragraph 4.02 for Work to be completed and ready for final payment (as duly adjusted pursuant to the Contract), until the Work is completed and ready for final payment. C. The special damages imposed in this paragraph are supplemental to any liquidated damages for delayed completion established in this Agreement. ARTICLE 5—CONTRACT PRICE 5.01 Owner shall pay Contractor for completion of the Work in accordance with the Contract Documents,the amounts that follow, subject to adjustment under the Contract: B. For all Unit Price Work, an amount equal to the sum of the extended prices (established for each separately identified item of Unit Price Work by multiplying the unit price times the actual quantity of that item). Unit Price Work Item Estimated Unit Extended No. Description Unit Quantity Price Price 202-005A SELECTIVE REM OF TREES INCLUDING EACH 10 $1,200 $12,000.00 STU M PS 203-003A REMOVAL OF OBSTRUCTIONS—RCP, FT 163 $40 $6,520.00 IRRIGATION 203-060A REMOVAL OF CONCRETE SIDEWALK SY 12 $14 $168.00 203-070A REMOVAL OF CURB&GUTTER FT 48 $5 $240.00 203-080A REMOVAL OF GUARDRAIL FT 19 $75 $1,425.00 203-122A REMOVAL OF MISCELLANEOUS ITEMS— EACH 1 $3,500 $3,500.00 IRRIGATION BOX 203-122B REMOVAL OF MISCELLANEOUS ITEMS— EACH 1 $2,000 $2,000.00 CONCRETE HEADGATE 205-005A EXCAVATION CY 720 $26 $18,720.00 205-030A BORROW CY 1417 $28 $39,676.00 205-060A WATER FOR DUST ABATEMENT MG 50 $1 $50.00 212-011A FIBER WATTLE FT 4119 $7 $28,833.00 212-060A STABILIZED CONSTRUCTION ENTRANCE EACH 2 $4,500 $9,000.00 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 3 of 10 Unit Price Work Item Estimated Unit Extended No. Description Unit Quantity Price Price 212-105A WATER AND POLLUTION CA 2000 $1 $2000.00 301-005A GRANULAR SUBBASE TON 1340 $24 $32,160.00 405-240A MISCELLANEOUS PAVEMENT SY 17 $60 $1,020.00 604-025A 12" IRRIGATION PIPE—RCP FT 22 $200 $4,400.00 604-035A 18" IRRIGATION PIPE—RCP FT 21 $220 $4,620.00 604-065A 36" IRRIGATION PIPE—RCP FT 1591 $202 $321,382.00 604-105A 60" IRRIGATION PIPE—RCP FT 207 $550 $113,850.00 605-455A MANHOLE TYPE A—SIZE 48" EACH 1 $5,000 $ 5,000.00 609-025A MINOR STR—IRRIGATION BOX,SIZE EACH 4 $13,000 $52,000.00 5'X5' 609-025B MINOR STIR—IRRIGATION BOX,SIZE EACH 1 $22,000 $22,000.00 15'X5' 609-025C MINOR STIR—IRRIGATION BOX,SIZE EACH 1 $19,000 $19,000.00 8'X8' 609-025D MINOR STIR—IRRIGATION STEEL GRATE EACH 1 $2,500 $2,500.00 609-025E MINOR STIR—IRRIGATION BOX,SIZE EACH 1 $18,000 $18,000.00 614-015A SIDEWALK SY 115 $36 $4,140.00 614-025A CURB RAMP—PERPENDICULAR SY 13 $107 $1,391.00 614-025B CURBRAMP—PARALLEL SY 14 $107 $1,498.00 615-490A CURB&GUTTER—ROLLED FT 47 $30 $1,410.00 616-010A SIGN TYPE B-1 SF 25 $25 $625.00 616-040J STEEL SIGNPOST E-1 FT 40 $45 $1,800.00 626-010A TEMPORARY TRAFFIC CONTROL SIGNS SF 85 $5 $425.00 626-035A BARRICADE TYPE 2 EACH 2 $120 $240.00 626-050A DRUMS EACH 20 $28 $560.00 630-010A T,W,S,A PAVEMENT MARKINGS— SF 162 $14 $2,268.00 PREFORMED THERMOPLASTIC 5637-10A AGGREGATE BASE FOR SHARED-USE TON 684 $32 $21,888.00 PATH S637-15A PLANT MIX FOR SHARED-USE PATH TON 364 $115 $41,860.00 5900-50A CONTINGENCY AMOUNT— CA 5000 $11 $5,000.00 MISCELLANEOUS WORK 5901-05A SSPDX CONNECT TO EXISTING IRRIGATION EACH 2 $5,000 $10,000.00 5901-05B SP CONCRETE HEADWALL EACH 1 $25,000 $25,000.00 5901-05C SP 12" CANAL GATE (C-10) EACH 1 $2,000 $2,000.00 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 4 of 10 Unit Price Work Item Estimated Unit Extended No. Description Unit Quantity Price Price S901-05D SP DETECTABLE WARNING DOMES EACH 1 $1,500 $1,500.00 S901-05E SP PERMANENT BARRICADE EACH 1 $600 $600.00 S904-05A SP DRAIN BYPASS AND DEWATERING LS 1 $15,000 $15,000.00 Z629-05A MOBILIZATION LS 1 $92,000 $92,000.00 Total of all Extended Prices for Unit Price Work (subject to final adjustment based on actual quantities) $949,269.00 The extended prices for Unit Price Work set forth as of the Effective Date of the Contract are based on estimated quantities. As provided in Paragraph 13.03 of the General Conditions, estimated quantities are not guaranteed, and determinations of actual quantities and classifications are to be made by Engineer. ARTICLE 6—PAYMENT PROCEDURES 6.01 Submittal and Processing of Payments A. Contractor shall submit Applications for Payment in accordance with Article 15 of the General Conditions.Applications for Payment will be processed by Engineer as provided in the General Conditions. 6.02 Progress Payments; Retainage A. Owner shall make progress payments on the basis of Contractor's Applications for Payment on or about the 5th day of each month during performance of the Work as provided in Paragraph 6.02.A.1 below, provided that such Applications for Payment have been submitted in a timely manner and otherwise meet the requirements of the Contract. All such payments will be measured by the Schedule of Values established as provided in the General Conditions (and in the case of Unit Price Work based on the number of units completed) or, in the event there is no Schedule of Values, as provided elsewhere in the Contract. 1. Prior to Substantial Completion, progress payments will be made in an amount equal to the percentage indicated below but, in each case, less the aggregate of payments previously made and less such amounts as Owner may withhold, including but not limited to liquidated damages, in accordance with the Contract. a. 95 percent of the value of the Work completed (with the balance being retainage). 1) If 50 percent or more of the Work has been completed, as determined by Engineer, and if the character and progress of the Work have been satisfactory to Owner and Engineer, then as long as the character and progress of the Work remain satisfactory to Owner and Engineer,there will be no additional retainage; and b. 95 percent of cost of materials and equipment not incorporated in the Work (with the balance being retainage). 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 5 of 10 B. Upon Substantial Completion, Owner shall pay an amount sufficient to increase total payments to Contractor to 100 percent of the Work completed, less such amounts set off by Owner pursuant to Paragraph 15.01.E of the General Conditions, and less 200 percent of Engineer's estimate of the value of Work to be completed or corrected as shown on the punch list of items to be completed or corrected prior to final payment. 6.03 Final Payment A. Upon final completion and acceptance of the Work, Owner shall pay the remainder of the Contract Price in accordance with Paragraph 15.06 of the General Conditions. 6.04 Consent of Surety A. Owner will not make final payment, or return or release retainage at Substantial Completion or any other time, unless Contractor submits written consent of the surety to such payment, return, or release. 6.05 Interest A. All amounts not paid when due will bear interest at the rate of 6.0 percent per annum. ARTICLE 7—CONTRACT DOCUMENTS 7.01 Contents A. The Contract Documents consist of all of the following: 1. This Agreement. 2. Bonds: a. Performance bond (together with power of attorney). b. Payment bond (together with power of attorney). 3. General Conditions. 4. Supplementary Conditions. 5. Specifications as listed in the table of contents of the project manual (copy of list attached). 6. Drawings listed on the attached sheet index. 8. Addenda 1, inclusive). 9. The following which may be delivered or issued on or after the Effective Date of the Contract and are not attached hereto: a. Notice to Proceed. b. Work Change Directives. c. Change Orders. d. Field Orders. e. Warranty Bond, if any. B. The Contract Documents listed in Paragraph 7.01.A are attached to this Agreement (except as expressly noted otherwise above). 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 6 of 10 C. There are no Contract Documents other than those listed above in this Article 7. D. The Contract Documents may only be amended, modified, or supplemented as provided in the Contract. ARTICLE 8—REPRESENTATIONS,CERTIFICATIONS,AND STIPULATIONS 8.01 Contractor's Representations A. In order to induce Owner to enter into this Contract, Contractor makes the following representations: 1. Contractor has examined and carefully studied the Contract Documents, including Addenda. 2. Contractor is familiar with all Laws and Regulations that may affect cost, progress, and performance of the Work. 3. Contractor has considered the information known to Contractor itself; information commonly known to contractors doing business in the locality of the Site; information and observations obtained from visits to the Site;the Contract Documents; and the Technical Data identified in the Supplementary Conditions or by definition, with respect to the effect of such information,observations,and Technical Data on (a)the cost, progress,and performance of the Work; (b)the means, methods, techniques, sequences, and procedures of construction to be employed by Contractor; and (c) Contractor's safety precautions and programs. 4. Based on the information and observations referred to in the preceding paragraph, Contractor agrees that no further examinations, investigations, explorations, tests, studies, or data are necessary for the performance of the Work at the Contract Price, within the Contract Times, and in accordance with the other terms and conditions of the Contract. 5. Contractor is aware of the general nature of work to be performed by Owner and others at the Site that relates to the Work as indicated in the Contract Documents. 6. Contractor has given Engineer written notice of all conflicts, errors, ambiguities, or discrepancies that Contractor has discovered in the Contract Documents, and of discrepancies between Site conditions and the Contract Documents, and the written resolution thereof by Engineer is acceptable to Contractor. 7. The Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. 8. Contractor's entry into this Contract constitutes an incontrovertible representation by Contractor that without exception all prices in the Agreement are premised upon performing and furnishing the Work required by the Contract Documents. 9. The Contractor is an appropriately licensed public works contractor per Idaho Cod Section 54-1902. 10. Contractor shall comply with all Laws and Regulations applicable to the performance of the Work. Except where otherwise expressly required by applicable Laws and 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 7 of 10 Regulations, neither Owner nor Engineer shall be responsible for monitoring the Contractor's compliance with any Laws or Regulations. 8.02 Contractor's Certifications A. Contractor certifies that it has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for or in executing the Contract. For the purposes of this Paragraph 8.02: 1. "corrupt practice" means the offering, giving, receiving, or soliciting of anything of value likely to influence the action of a public official in the bidding process or in the Contract execution. 2. "fraudulent practice" means an intentional misrepresentation of facts made (a) to influence the bidding process or the execution of the Contract to the detriment of Owner, (b)to establish Bid or Contract prices at artificial non-competitive levels, or(c)to deprive Owner of the benefits of free and open competition. 3. "collusive practice" means a scheme or arrangement between two or more Bidders, with or without the knowledge of Owner, a purpose of which is to establish Bid prices at artificial, non-competitive levels; and 4. "coercive practice" means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or affect the execution of the Contract. B. Contractor certifies that it is not currently engaged in and will not, for the duration of this Agreement,engage in a boycott of goods or services from Israel or territories under its control pursuant to Idaho Code Section 67-2346. The provisions of this statute do not apply to contracts less than one hundred thousand dollars ($100,000) or to contractors with fewer than ten (10) employees. C. Pursuant to Idaho Code 67-2359 and 67-2346, Contractor hereby certifies: 1. The Contractor is not currently owned or operated by the government of China and will not,for the duration of this contract, be owned or operated by the government of China. 2. The Contractor is not currently engaged in and will not for the duration of the contract engage in, a boycott of goods or services from Israel or territories under its control. 3. The Contractor is not currently engaged in, and will not for the duration of the contract engage in a boycott of any individual or company because the company engages in or supports the exploration, production, utilization,transportation,sale,ore manufacture of fossil fuel-based energy, timber, minerals, hydroelectric power, nuclear energy, or agriculture; or Engages in or supports the manufacture, distribution, sale, or use of firearms, as defined in section 18-3302(2)(d), Idaho Code. 8.03 Standard General Conditions A. Owner stipulates that if the General Conditions that are made a part of this Contract are ISPWC Division 100, Standard General Conditions for the Construction Contract, published by the Engineers Joint Contract Documents Committee, and if Owner is the party that has furnished said General Conditions, then Owner has plainly shown all modifications to the standard wording of such published document to the Contractor, through a process such as highlighting or"track changes" (redline/strikeout), or in the Supplementary Conditions. 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 8 of 10 IN WITNESS WHEREOF, Owner and Contractor have signed this Agreement. This Agreement will be effective on December 2, 2025 (which is the Effective Date of the Contract). Guidance Notes—Signing and Dating Agreement: 1. See Article 20 of the Instructions to Bidders and correlate procedures for format and signing of the documents. 2. The Effective Date of the Contract stated above and the dates of any construction performance bond ISPWC 00610 (€165C-1 6619, Performance Bond ('� or other) and construction payment bond (ISPWC 00615 €165C' 6 61-57 Payment Bond "� or other) should be the same, if possible. In no case should the date of any bonds be earlier than the Effective Date of the Contract. Owner: Contractor: City of Meridian Mountain Companies, LLC (typed or printed name of organization) (typed or printed name of organization) By: By: (individual's signature) (individual's signature) Date: Date: (date signed) (date signed) Name: Keith Watts Name: Jessee Rosin (typed or printed) (typed or printed) Title: Procurement Manager Title: Owner (typed or printed) (typed or printed) (If[Type of Entity]is a corporation,a partnership,or a joint venture,attach evidence of authority to sign.) Attest: Attest: (individual's signature) (individual's signature) Title: Title: (typed or printed) (typed or printed) Address for giving notices: Address for giving notices: City of Meridian Mo 33 East Broadway Ave., Ste 106 P.O. Box 191285 Meridian, ID 83642 Boise, ID 83719 Designated Representative: Designated Representative: Name: Kimberly Warren Name: Kevin Seely (typed or printed) (typed or printed) Title: Pathways Project Manager Title: Financial Manager (typed or printed) (typed or printed) Address: Address: City of Meridian, Parks& Recreation Mountain Companies, LLC 33 East Broadway,Ave., Ste. 206 839 E. Fairview Ave., Ste. 100 Meridian, ID 83642 Meridian ID, 83642 Phone: 208-489-0553 Phone: 208-861-1699 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 9 of 10 Email: kwarren@meridaincity.org Email: kevin@mtncompanies.com (If[Type of Entity]is a corporation,attach evidence of authority to sign.If[Type of Entity]is a public body, License NO.: 053533 attach evidence of authority to sign and resolution or (where applicable) other documents authorizing execution of this State: ID Agreement.) 2020 ISPWC 00 52 13 Modified from EJCDC®C-520 Agreement Between Owner and Contractor for Construction Contract Page 10 of 10 E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Employee Health Benefits Trust Quarterly Update E IDIAN1__-_.ft_-*' MEMORANDUM DATE: DECEMBER 16, 2025 TO: MAYOR AND CITY COUNCIL FROM: CITY OF MERIDIAN EMPLOYEE BENEFITS PLAN TRUST BOARD RE: CITY OF MERIDIAN EMPLOYEE BENEFITS PLAN TRUST: FINANCIAL STATUS AND FUNDING DISCUSSION Purpose: Update the Mayor and City Council on the financial status of the Employee Benefits Plan Trust and request funding to stabilize the plan through year-end 2025. Current Financial Summary: Trust Balance Q3 2024 Reported to DO. $ 765,351.00 Q32024AdditionalClaims $ (877,726.00) Q4 2024 Reported to DOI(rolled into Q12025) $ (112,375.00) Q1 2025 Additional Claims $ (437,700.00) Q12025 Reported to DOI(rolled into Q2 2025) $ (550,075.00) Q2 2025 Additional Claims $ (182,988.00) Q2 2025 Reported to DOI $ (733,063.00) Budget Amendment Approved for funding in the amount of$550,075- Reported to DOI Q3 2025(Credited to Trust Account on 7125125) $ 550,075.00 Q2 Remaing Deficit(rolled into Q3 2025) $ (182,988.00) Q3 2025 Ad d iti on a I Cla 1 m s $ (565,968.00) Q3 2025 Reported to DOI $ (748,956.00) Budget Amendment Approved for funding in the amount of$182,988-Will be reported to DOI Q42025(Credited to Trust Account on 10131/25) $ 182,988.00 Q3 Rem aing Deficit(rolled into Q42025) $ (565,968.00) Q4DeficitforTrust-Projected $ (314,353.00) Rebates $ 99,211.00 Fotal Remaining Deficit $ (781,W.06) Fotal New Funding Request $ (781,M.00) • Claims continue to outpace contributions. October—January are historically high claim months. Funding Request: Q3 deficit($748,956)—funding credit($182,988)—Rx Rebate ($99,211) +Q4 projected deficit ($314,353). Total$781,110 additional funding needed. Recommendation: Approve an additional$781,110 funding to satisfy the Trust deficit through year-end 2025 and support long-term financial stability. CA--- (E N������-- City of Meridian Employee Benefits Plan Trust December 76, 2025 Financial Status and Funding Discussion Trust Commitment The Trust Board will : • Provide Quarterly Financials, Annual Statements and Audit Results to the Council as they become available. • Provide an analysis of the overall Financial Status of the Trust quarterly by way of Executive Summary. • Be available to answer any questions or concerns of the Council . CA--- (E N�� i Trust Trust Balance Trust Balance Q3 2024 Reported to DOI $ 765,351.00 Q3 2025 Additional Maims t �565,968.00) Q3 2024 Additional Maims $ (877,726.00) Q3 2025 Reported to DOI $ (748,956.00) Budget Amendment Approved for funding in the amount of$182,988 -Will Q4 2024 Reported to DOI (rolled into Q120,25. $ (112,375.00) be reported to DOI Q4 2025 (Credited to Trust Account on 10131}25) $ 182,988.00 Q3 Remaing Deficit(roLLed into Q4 2025) $ �565,968.00) Q12025 Additional laims $ (437,700.00) Q12025 Reported to DOI (rolled into Q2 2025) $ (550,075.00) Q4 Deficit for Trust-Projected $ (314,353.00) Rebates $ 99,211.00 Q2 2025 Additional Maims $ (182,988.00) Total Remaining Deficit (781,1L0.00) Q2 2025 Reported to DPI $ (733,063.00) Budget Amendment Approved for funding in the amount of$550,075 - Total New Funding Request (7 1,11�.00� Reported to D0I Q3 2025 (Credited to Trust Account on 7125125) $ 550,075.00 Q2 Rem aing Deficit(rolled into Q3 2025) $ (182,988.00) www.meridiancity.org Remainder o 2025 • Based on the trend data claims are expected to continue outpace contributions • October-January are typically the highest claim months of the year I'sw.w I,GW.W .1....... .... ............ ... ....... .... ................. ............ ..............11. ................ ............ ...... .................... 1,4W.00 1,200.OD I'aw.0D — 900,00 600.00 ................. ........... ...... ........... ........... ........... ...............I. ............ ...... 400.00 200,00 j an-25 reh-25 Mar-25 AV r-25 May-25 Jun-25 1ul-25 Aue-2 5 Sep,-25 Oct-25 Nov-25 Der-25 ■Net Claims 1pelpm ■Net Claims pmpm www.meridiancity.org ■ $1,200,000 ■Funding ?I Net Claims Fixed Casts $1,000,000 $80,000 $600,aoa - $400,000 $200,000 �f — I $0 Jan-25 Feb-25 Mar-25 Apr-25 May-25 Jun-25 Jul-25 Aug-25 Sep-25 Oct-25 Nov-25 Dec-25 Avg *OtherAdmin Employees Members Fee Fees Fees Fixed Funding flaims Claims Pd Claims Claims Pd Claims Ratio Jan-25 479 1,377 $25,989.96 $3,900.48 %0,261.46 $90,150.80 $705,011.92 $355,105.92 $162,500.93 $517,606.95 $904.79 $516,702.06 86,09% Fcb-25 481 1,384 26,151.97 1,924,96 60,639.67 90,71&60 710,753.05 756,287.63 164,423.06 920,710.69 25,877,65 894,833.04 139.66% Mar-25 479 1,375 26,043.23 3,909,64 60,387.53 90,339.40 707,168.84 821,513.57 113,942.23 935,455.80 242.10 935,213,70 145,02% Apr-25 487 1,392 26,478.19 3,973,92 61,396.09 91,849.20 712,892.41 503,897,23 152,258.60 656,155.83 -0,90 656,156,73 104,93% May-25 490 1,394 26,641.30 2,999,40 61,774.30 92,414.00 714,507.13 583,151.12 176,917.20 760,068.32 79.91 759,988,41 119,30% Jun-25 495 1,364 26,369.45 3,957,60 61,143.95 91,471.00 704,821.34 668,684,04 165,712.49 834,396.53 5,624,39 928,772.14 130,56% Jul-25 481 1,354 26,151.97 3,924,96 60,639.67 90,716,60 699,446.65 545,440.70 144,304.49 689,745.19 85,229,19 604,516,00 99,40% Aug-25 490 1,352 26,097.60 3,916.80 60,513.60 90,528.00 697,812.42 687,191.07 205,594.31 892,775.38 216,656.63 676,118.75 109.86% Sep-25 475 1,328 25,825.75 3,876,00 59,893.25 89,585,00 687,854.28 759,815.58 112,640.71 892,456.29 76,809,10 915,648,19 131,60% Oct-25 477 1,333 25,934.49 3,892.32 60,135.39 89,962.20 691,204.10 434,411.05 256,555.15 690,966.20 22,035.05 668,931.15 109.79% Nov-25 Dec-25 Avg 481 1,363 $26,168.28 $3,927.4I $60677.49 $90,773.18 $703,147.21 $611,549.79 $167453.92 $779,032.71 $43,345.69 $735,688.02 117.54! Gross loss Ratio 123.70% Total 4,823 13,633 $261,682.81 $39,274.09 $606,774.91 $907,731.80 $7,031,472.14 $6,125,497.91 $1,674,839.17 $7,790,337.08 $433,456.91 $7,356,880.17 117.54% CA--- (E N�� i ON EBT Surplus and I B N R Req ui rer ent iiiiiiiilllllllllllliilillllllllllllpm ,OW,WO MEMPM ,oc*,Wo s1 ,ow,wo ,60 Tote 4 Fie qU iredl -I BN R -Minimum Required Sure Lus -Actu aL Assets -MiB XjMU M aeSired www.meridiancity.org CA'-- (E Idaho State Code Chapter 40 Title 41 • ( 1)(c) If future claims payments plus future costs of operation are greater than future contributions plus current reserves, there shall be a reserve in an amount equal to future claims payments plus future costs of operation, less future contributions, less current reserves. • (7) The trust fund shall maintain the minimum surplus requirements at all times throughout the year. CA--- (E N�� i Trust Trust Balance I Trust Balance Q3 2024 Reported to DOI $ 765,351.00 Q3 2025 Additional Claims (565,968.00) Q3 2024 Additional Claims $ (877,726.00) Q3 2025 Reported to DOI (748,956.00) Budget Am en d m ent Ap p roved for funding in the amount of$182,988 -Will Q42024 Reported to DOI (rolled into Q120,25. $ (112,375.00) be reported to DO1 Q4 2025 Credited to TrustAccount on 1013L75) $ 182,988.00 Q3 Rem airig Deficit(rolled into Q42025) $ �565,968.00) Q12025 Additional Claims $ (437,700.00) Q 12025 Reported to DOI (rolled into Q2 2025) $ (550,075.00) Defi cit for Tru st-P roj ected �314,353.00) Rebates $ 99,211.00 Q2 2025 Additional Claims $ (182,988.00 Total Remaining Deficit $ (781,110.00) Q2 2025 Reported to DOI $ (733,063.00) Budget Amendment Approved far funding in the amount of$550,075 - Total Now Funding Request $ (781,110.00) Reported to D01 Q3 2025 (Credited to Trust Account on 7125125) $ 550,075.00 Q2 Rem aing Deficit(rolled into Q3 2025) $ (182,988.00) www.meridiancity.org IC/- ((E N������-_ Request of Council • Approve trust funding in the amount of $781, 110 to cure the anticipated 2025 plan year deficit. • Consider if future deficits are anticipated : • Funding the anticipated deficit at the time it is known through the remainder of the plan year. OR • Moving to mid-year rate changes to cure the anticipated deficit for the remainder of the plan year. CA--- (E N�� A %-- Questions? www.meridiancity.org E IDIAN 'aAHO AGENDA ITEM ITEM TOPIC: Fiscal Year 2026 Budget Amendment in the amount of$781,110.00 for Employee Benefits Trust Plan 12/12/2025 8 :30AM City of Meridian FY2026 Budget Amendment Form Total Amendment Cost - Lifetime Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name : COMEBP Trust IN Funding 2026 2027 2028 2029 2030 Title : City of Meridian Employee Benefits Plan Trust (COMEBPT) Personnel $ - $ - $ - $ - $ - rnstrut -traas�' for Si �, miterME 1- 1idget Alno �s�t �x .pn s . Operating $ 781, 110 $ - $ - $ - $ - > Department will send Amendment with Directors signature to Finance ( Budget Manager) for review Capital $ - > Finance will send Amendment to Council Liaison for signature Total Is $ - $ 781, 110 $ - $ - $ - $ > Council Liaison will send signed Amendment to Mayor Total Estimated Project Cost: $ 781, 110 > Mayor will send signed Amendment to Finance (Budget Manager) Evaluation Questions > Finance (Budget Manager) will send approved copy of Amendment to Department Please answer all Evaluation Questions using the financial data referenced above . > Departmentwill add copyofAmendmenttoCouncliAgenda Using MunicodeAgendaManager 1. Describe what is being requested ? _. ,. Due to additional health care claims costs the COMEBPT has a deficit in the surplus that is required by the Department of Insurance ( DOI ) rider Idaho Code, 414010(3 ) . The amount requested includes the current deficit in the surplus through year-end 2025 . 1 t { 2 Why was this budget request not submitted during the current fiscal year budget cycle? _. .. ,� � _.w. . ., _�..w .. .._.v .. Health benefit costs are incurred throughout the calendar year and cannot always be adequately anticipated despite acturial studies, audits, benchmarks and reviews, r a 3 . What is the . explanation for not submitting this budget request during' the next fiscal year budget cycle? ellThe deficit needs to be maintained per DOI requirements under Idaho State Code Chapter 40 Title 41 throughout the current year. Speficically Section 7 : The trust fund shall maintain the minimum surplus requirements at all times throughout the year. 4. Describe the proposed method of funding? If funding is split between Funds ( i . e . General , Enterprise, Grant), please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. General Fund and Enterprise Fund . r s i 5 . Does this request align with the Department/City's strategic plan ? If not, please explain how this request was not included in the Department/City strategic plan ? . . . ,: . . _ �: 'l . .. � m.: .. Al , .. . . . . . ti _ _ . . . .. - _. . . ell, -Ile Yes, Government excellence in attracting and retaining employees . 6 . Does this request require resources to be provided by other departments ? If yes, please describe the necessary resources to be provided by other departments. Noe .... m . _ m . _ i 7 . Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No No rnw reel, _ n,. .. . .. ; 1 . 11 . .. 1 lAII 8 . Is the amendment going to result in the disposal of an asset? Yes or No) � No 9 . Anv additional comments ? e �. . . _ . . m. . . The City of Meridian has contributed $ 2,702,063 to the Trust for State Reserve requirements to date . Adding this $781, 110 will put the additional contribution from the City at $3,483, 173 . Total Amendment Request781, 110 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget Changes to the original balanced budget may cause a funding shortfall. City of Meridian FY2026 Budget Amendment Form J :\New J Drive\COMEBPT - Trust\Correspondence, Administrative - Semipermanent - 5 Years\Budget Amendment 12A &2025 Employee Benefit Costs Employee Benefits Plan Trust Source:Questica>Position Allocation $ 781,110 Fund Code Dept Code Department FY2026 Budget FTE %Allocation Allocation Across Departments 01 1120 Council 6.00 1.16% $ 9,030 01 1140 City Clerk 7.00 1.35% $ 10,535 01 1310 Mayor's Office 5.00 0.96% $ 7,525 01 1500 Finance Department 12.00 2.31% $ 18,060 01 1510 Information Technology 19.00 3.66% $ 28,596 01 1520 Legal Dept 6.00 1.16% $ 9,030 01 1540 Human Resources 7.00 1.35% $ 10,535 01 1840 Other Government 1.00 0.19% $ 1,505 01 1841 Communications 2.00 0.39% $ 3,010 01 1842 Capital Projects 1.00 0.19% $ 1,505 01 1850 City Hall 4.00 0.77% $ 6,020 01 1860 Street Lighting 1.00 0.19% $ 1,505 01 1900 Community Development Depts 47.00 9.06% $ 70,736 01 2110 Police Department 197.00 37.96% $ 296,491 01 2210 Fire Department 15.00 2.89% $ 22,575 01 5200 Parks&Recreation 53.00 10.21% $ 79,767 60 3200 Public Works 49.00 9.44% $ 73,746 60 3300 Meridian Utility Billing 7.00 1.35% $ 10,535 62 3400 Water Department 31.00 5.97% $ 46,656 65 3500 WasteWater Facility 49.00 9.44% $ 73,746 Total Employee Benefit Costs 519.00 100.00% $ 781,110 Fire Union Members are not on City's Benefits Plan General Fund 74% $ 576,426 Enterprise Fund 26% $ 204,684