The Claiborne County Board of Commissioners questioned whether an invoice from the Claiborne County Port Gibson Media Group complies with state law for publishing legal notices, voted to table that invoice for attorney review, and approved payment of an Entergy utility invoice.

At the Aug. 4 meeting, a commissioner raised that one bill on the docket “does not meet state statute relative to public notifications by governmental entities,” identifying the Claiborne County Port Gibson Media Group invoice. Mr. Ross cited the statute’s published-rate language and a per-word billing method: "That statute says, for publishing a newspaper, any summons, order, citation, advertisement, or notice required by law to be published in a newspaper, 12¢ for each word it contains for the first insertion, and 10¢ for each word in any subsequent insertion required by law," he said. He added that, as an alternative, printers or publishers may charge a fee per line acceptable to the party placing the advertisement but not to exceed the per-word limits; he said following the statute’s rates would yield a billing of $40.28 in the example discussed.

County policy and publisher explanation
Staff said the county has a local decision that legal advertising should be placed with the Claiborne County Port Gibson Media Group. Mr. Ross reported he contacted Mr. Dallas, who is affiliated with Webb Clayton County, Port Gibson, and was told the invoice difference related to whether the copy was treated as an advertisement or a legal notice and to the font size chosen to make the copy readable, which affected the publisher’s charge.

Board action on claims
A motion was made and seconded to pay Entergy invoice number 180165920 and to table invoice number 2025 (the media invoice) pending attorney review. The motion was carried after the board voted. Staff explained another invoice (Robert Clinton’s) related to twice-advertised RFP notices placed per the county’s direction; no action on that invoice was recorded beyond explanation.

Why it matters
State rules on how governments must calculate legal-notice charges can affect which media vendors are paid and the county’s exposure to overpayment. Commissioners directed the county attorney to review the media invoice and report back; meanwhile, the Entergy utility invoice was approved for payment so essential services are not interrupted.