TO: Mayor and Members of City Council
THRU: Douglas Hewett, City Manager, ICMA-CM
FROM: Andrew Mansell, Senior Assistant to the City Manager
DATE: October 12, 2026
RE:Title
Appropriate $25,000 for E.E. Smith High School’s Participation in the Chicago Thanksgiving Parade and Authorize the City Manager to Execute Necessary DocumentsTitle
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COUNCIL DISTRICT(S):
Council District(s)
ALL
b
Relationship To Strategic Plan:
The contribution supports the City’s goal of being a desirable place to live, work and recreate by fostering youth participation in music and providing an opportunity to represent Fayetteville at a major public event.
Executive Summary:
Budget Ordinance Amendment 26-0690 appropriates $25,000 from interest earnings on American Rescue Plan Act (ARPA) funds for a one-time contribution toward E.E. Smith High School’s participation in the Chicago Thanksgiving Parade on November 26, 2026.
This item is brought forward at the direction of City Council, as provided during its October 5, 2026, work session. Council directed staff to identify up to $25,000 in funding and seek matching support from Cumberland County. Staff recommends limiting the City’s contribution to transportation, lodging, or other trip costs typically allowable under the City’s travel policies, but additional fundraising is needed for the trip to proceed.
Background:
At its October 5, 2026, work session, City Council considered Council Member Antonio Jones’s request for financial support for E.E. Smith High School’s participation in the Chicago Thanksgiving Parade. The request was intended to support youth programming and provide an opportunity for students to represent Fayetteville, Cumberland County, and North Carolina at a televised public event. Council reached consensus, directing staff to identify up to $25,000 in funding based on the band’s remaining financial need and to seek matching support from Cumberland County. This agenda item is brought forward at Council’s direction to appropriate funding for that purpose.
On October 6, 2026, staff met with band director Adam Sobers to review the trip’s purpose, costs and fundraising status. Mr. Sobers reported that the school applied at the start of the 2026-27 school year and submitted a performance video with its application. The band was selected to perform on Thursday, November 26, 2026, and, according to Mr. Sobers, is the only North Carolina high school participating. He described the parade as the program’s largest performance opportunity.
The traveling group includes 100 students, consisting of band members and dancers, and 12 staff members. The trip is arranged through WorldStrides Performing Arts and is scheduled for November 25-27, 2026. The school has paid a $20,000 deposit. Funds raised support transportation, lodging and meals.
The estimated total trip cost is $109,000. The school system is providing only $9,000, leaving the band responsible for raising the remaining $100,000 needed for the trip to proceed. Cumberland County is not providing any funding for the trip. As of October 6, 2026, the funding status was:
• School system contribution: $9,000
• Band fundraising goal: $100,000
• Funds raised: $61,968
• Additional contribution pending, but not yet received: $5,000
• Remaining need to reach the fundraising goal: $38,032, or $33,032 if the pending contribution is received
• Remaining need after a full $25,000 City contribution: $13,032, or $8,032 if the pending contribution is received.
A full City contribution would help close the fundraising gap but would not provide enough funding for the trip to proceed. Mr. Sobers reported that several donors may help close the remaining gap if the band reaches its fundraising goal.
The proposed City contribution would come from interest earnings on American Rescue Plan Act funds previously identified as a possible source for future grant matches. Staff recommends limiting City funding to transportation, lodging or other trip costs typically allowable under the City’s travel policies.
The itinerary provided to staff includes:
• Wednesday, November 25: Arrival in Chicago at 4 p.m. and a recognition dinner at 7 p.m.
• Thursday, November 26: Breakfast at 6 a.m.; parade participation from 7-10 a.m.; a lunch cruise from 1:30-4 p.m.; a Willis Tower visit at 5:30 p.m., subject to availability; and dinner independently.
• Friday, November 27: Breakfast at 7 a.m.; a Field Museum visit at 9 a.m., subject to availability; and departure for home at 11 a.m.
• The itinerary describes the overall trip. City funding would be limited to approved expenses consistent with the purposes authorized by Council.
Issues/Analysis:
Broadcast reach and public benefit. The Chicago Thanksgiving Parade takes place on State Street on Thanksgiving morning. In 2025, it aired locally on CBS Chicago and was available through Pluto TV and the CBS News Chicago streaming channel, providing access beyond the Chicago market. Choose Chicago’s current 2026 event guide identifies planned CBS Chicago coverage; staff should confirm the final broadcast and streaming arrangements before describing the anticipated audience. Participation provides an opportunity for students to showcase their musical achievements and to represent Fayetteville, Cumberland County, and North Carolina. The extent of television exposure for the band and any resulting promotional benefit to the City cannot be guaranteed. cbsnews.com
Financial need and proposed contribution. At its October 5, 2026, work session, Council directed staff to identify up to $25,000 in funding, based on the band’s remaining financial need. The estimated trip cost is $109,000. The school system is providing only $9,000, and Cumberland County is providing no funding. As of October 6, the band had raised $61,968 toward its $100,000 fundraising goal, leaving a gap of $38,032. A full $25,000 City contribution would reduce that gap to $13,032, or $8,032 if the pending $5,000 contribution is received. Additional fundraising is therefore necessary. Mr. Sobers indicated that several donors may help close the gap if the band approaches its goal.
Timing and trip feasibility. The reported funding deadline is October 9, 2026, before Council’s October 12 consideration of the appropriation. The band does not expect to have the full amount by that deadline. Mr. Sobers indicated that he could request additional time from the organizer, but an extension has not been confirmed. The school has already paid a $20,000 deposit. Permitted expenses and accountability. Staff recommends restricting City funding to transportation, lodging or other trip costs typically allowable under the City’s travel policies. The trip itinerary includes sightseeing and other activities; their inclusion in the itinerary does not establish eligibility for City funding.
Funding tradeoff. The proposed contribution would use interest earnings on American Rescue Plan Act funds previously identified as a possible source for future grant matches. This approach requires no General Fund balance appropriation, but it would reduce the amount available for future grant matches by the amount expended. The contribution would be a one-time allocation and would not establish a recurring City funding commitment.
Budget Impact:
Budget Ordinance Amendment 26-0690 would appropriate $25,000 from interest earnings on American Rescue Plan Act (ARPA) funds for a one-time contribution. These earnings had previously been identified as a possible source of funding for future grant matches. Using them for this contribution would reduce the amount available for that purpose by the amount expended. No General Fund balance appropriation is proposed. The contribution does not establish a recurring funding commitment, and no County match is assumed. The final contribution would not exceed $25,000 or the documented remaining need.
Options:
1. Adopt Budget Ordinance Amendment 26-0690 to appropriate $25,000 for transportation, lodging or other trip costs typically allowable under the City’s travel policies, authorize the City Manager to execute necessary funding documents and complete related financial actions, and limit disbursement to the documented need, up to $25,000.
2. Do not adopt the amendment at this time and provide further direction to staff, including consideration of a smaller contribution.
Recommended Action::Recommended Action
Adopt Budget Ordinance Amendment 26-0690 to appropriate $25,000 from interest earnings on American Rescue Plan Act (ARPA) funds for E.E. Smith High School’s participation in the 2026 Chicago Thanksgiving Parade; restrict City funding to transportation, lodging or other trip costs typically allowable under the City’s travel policies; authorize the City Manager to execute necessary funding documents and complete related budgetary and financial actions; and limit disbursement to the documented remaining need, up to $25,000.
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Attachments:
1. Original Council member request
2. Budget Ordinance Amendment 26-0690
3. Special Revenue Ordinance 26-0690