Southmoreland board approves assistant business manager/payroll role, directs study of outsourcing

The Southmoreland School Board on Jan. 16 approved creating an assistant business manager/payroll specialist position and authorized the administration to advertise the vacancy, but trustees amended the motion to direct the district business manager to investigate outsourcing payroll services before any final hire.

The amended motion — which adds a caveat that the business manager explore third‑party payroll options — passed on a roll call vote, 6–2. The board first added the agenda item by majority vote earlier in the meeting after members asked for an opportunity to discuss the proposal.

Superintendent Mr. Friend and business manager Pam framed the position as continuity and cross‑training: Pam told the board she is seeking “some cross training” to ensure that, when she retires, the district “is set up well” and operations continue without interruption. She also said district experience with outsourcing has been mixed: “We tried it at another district and unfortunately it didn’t work,” she said, cautioning that payroll firms often handle only payroll and not the additional business‑office duties the district needs.

Opponents pressed the board to delay hiring and to gather cost data on outsourcing. One member asked explicitly, “Why can’t this be outsourced?”, warning of long‑term pension and benefit obligations and uncertainty tied to future enrollment and contract costs. Supporters said posting and interviewing could proceed while administration simultaneously solicited vendor quotes so the board could decide later whether to hire internally or contract out.

Board members and the business manager discussed scale and cost. Pam said the district employs approximately 250 full‑time staff; opponents argued the salary and benefits of a new hire would be costly if district revenues decline. The amended motion requires the business manager to explore vendor options and return findings to the board; it does not bind the board to hire if outsourcing is cheaper or operationally preferable.

The action follows months of operational and budget discussion: trustees have been reviewing procurement thresholds, student activity accounts and upcoming contract negotiations that could alter budget projections. The business manager said she will solicit initial vendor info and suggested the president could call a special meeting if the board needs to act before the regular February voting session.

Next steps: administration will advertise the position while researching vendor proposals and preparing a report for the board. The board did not set a deadline for that vendor analysis at the meeting.