February 2015

Capital Connection is published monthly for members of the Capital Chapter of the Association of Legal Administrators to provide information for the education and benefit of legal administrators, law office managers, managing partners of law firms, and other law related associations. Capital Connection is not engaged in rendering legal, financial, or tax counseling or advice through this publication.  The contents of all articles, letters, and advertisements published in Capital Connection should not be considered endorsements by the Capital Chapter of ALA nor the opinion expressed therein of any products advertised.   Contributing authors are requested and expected to disclose financial an/or professional interests and affiliations that may influence their writing position. Articles and materials accepted for publication are subject to editing by the editorial team and become property of the Capital Chapter of the Association of Legal Administrators. 
Editor: Paula Serratore
Contributing Editors: Joe Berger; Paula Serratore; Roxanne Sale; Scoti Dodson; Jenna Carter; Taiwo Donsunmu; Kyra Fuller; Katie Parrish
Newsletter Designed By: Scoti Dodson


In this issue:

President's Message

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February! The month we love to forget. New billing rates are posted, 2014 financials are in the books, and we are setting our goals to an even better 2015. The firm’s plan for growth is in place and we are all optimistic that this will be a banner year. There are a quite a few tools within our reach that we can use to help us, and no matter how long we've been in the business, we are never too old to learn new tricks or a different twist on an old trick.

To that end, the ALA is offering a conference in Nashville that is certainly something to sing about.  (Sorry, I couldn't resist.) It will be worth your time and money. Consider attending it and the many other events on the Chapter calendar. 

Have a great February and stay warm.
Joe Berger

New ALA Capital Chapter Members

Ms. Jill M Johnson
Regional Human Resouces Manager
Hunton & Williams
2200 Pennsylvania Avenue NW
Washington, DC 20037
jmjohnson@hunton.com

Danielle Johnson
Office Manager
Holland & Knight LLP
800 17th Street NW
Suite 1100
Washington, DC 20006
Danielle.johnson@hklaw.com

Ronald G. DeWitt, Jr.
Executive Director
Westerman Hattori Daniels & Adrian, LLP
1250 Connecticut Ave NW
Suite 700
Washington, DC 20036
rdewitt@whda.com

Timothy P. Petre, II
Paralegal Manager
Baker & Hostetler LLP
1050 Connecticut Ave NW
Suite 1100
Washington, DC 20036
tpetre@bakerlaw.com
Dave Parent
Paralegal
Fredericks Peebles & Morgan LLP
401 9th Street NW
Suite 700
Washington, DC 20004
dparent@ndnlaw.com

Janelle Rynes
Senior Director of Legal Support Services and Records
Arent Fox LLP
1717 K Street NW
Washington, DC 20006
Janelle.rynes@arentfox.com

Denise A. Browne
Human Resources Manager
Katten Muchin Rosenman LLP
2900 K Street NW
Suite 200
Washington, DC 20007
Denise.browne@kattenlaw.com

February is Black History Month!

Each year beginning on February 1st, an entire month of events are planned nationwide honoring the history and contributions of African Americans.

Since 1976, every American president has proclaimed February as Black History Month. Today, other countries such as Canada and the United Kingdom also devote an entire month to celebrating black history.

The theme for Black History Month in 2015 is "A Century of Black Life, History and Culture." Chronicling the important contributions by African-Americans to art, literature, sports and pop culture.

Click here to learn more.

HITT Spotlight: District of Columbia's Green Construction Code

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By Roxanne Sale, Senior Project Manager

The District of Columbia has enacted a new code for Construction Projects in the city, The Green Construction Code.  To fully understand the genesis of this new code, a little history about the green building evolution in DC may be helpful. In 1993, The U.S. Green Building Council was established.  Their mission was to transform the real estate market.   In March of 2000, the US Green Building Council publicly launched the LEED (Leadership in Energy and Environmental Design) green building certification system.  The rating system provided the first user-friendly tool that defined what constituted a green building focusing on energy conservation and occupant health.  In 2006, the District of Columbia enacted the Green Building Act. The act focused on mandating LEED certification of entire buildings (or spaces over 50,000 square feet) including both public and private projects.  One of former DC Mayor Vincent Gray's campaign platforms was for DC to become the leader in sustainable building practices and to reduce the city’s carbon footprint by 20% by 2020.  As a part of that initiative, the District of Columbia adopted the 2012 International Green Construction Code (IgCC) and in March 2014 Subtitle K, specific to DC's sustainability goals, was amended and is affectionately called the “Green Code.”  While there was a phase-in period for the projects, the adoption of these codes has changed the permit process for renovation and build-out projects.  The Green Code does not supersede the Green Building Act.  Inconsistent enforcement of the Green Building Act created skepticism about whether or not the Green Code is a hardline. If it would be inconsistently enforced, could it be bi-passed?  The message from DCRA (Department of Consumer and Regulatory Affairs) indicates that it is a hardline and our experience with a number of projects early in 2015 supports that message.  DCRA is aware of the spotty enforcement of the Green Building Act and has staffed up to make sure that does not happen with the roll out of the new codes.  

In relation to construction of Law Firm spaces, the Green Building Act applied only to large tenant projects and had a minimal effect on obtaining LEED Certification.  Some firms identified with the value of strategies and embraced them fully obtaining LEED Certification.  In our experience, most firms elected adoption of the principles of LEED without obtaining certification.  Starting in 2009/2010, we noticed a subtle shift in adopting “Green Principles” in Law Firm construction.  Some of those principles are Construction Waste Management (Recycling Content), Low VOC Paint, Low VOC carpet glue, low VOC adhesives, water use reduction, IAQ plans and lighting controls. DC began phasing in the new Green Construction Code in March of 2014.   As of March 28, 2015, every new construction, renovation, alteration or repair project between 10,000 and 50,000 square feet needs to follow the Green Construction Code.   So the logical question becomes "How does this affect my upcoming build out?"  In order to comply with the Code, the construction project will need to follow one Subtitle K DC Supplement or one of four alternative compliance paths: (1) ASHRAE 189.1, (2) LEED Certified, (3) Green Communities Certified, or (4) ICC 700 Bronze + Energy Star v.3 or MFHR. Path 3 and 4 are specific to residential homes and multi-family projects, therefore will not be applicable to interior construction/renovation projects.  Your design team will need to incorporate one of the remaining pathways into your construction documents: Green Code requirements, ASHRAE 189.1, or LEED Certification.

Costs relating to LEED Certified projects are minimal (on the construction end).  The cost to register the project is $900.  The cost to certify the project is $2,500.  Other costs relate to the review of LEED documentation throughout the project.  If HITT performs the review, the cost is based upon the size of the project and the certification that will be obtained.  As an example, if your space is 20,000 square feet and you elect to go with LEED Certified, the approximate cost for review of the documentation would be $4,000.  Your team should check with the project designer and/or engineer to incorporate these costs into the overall project budget. If your team elects to follow the Green Code or ASHRAE 189.1, the costs could be more that outlined above for the LEED Certified path.  In addition to the costs, using ASHRAE 189.1 triggers extended permit review time, extra inspections, and a review of the HVAC commissioning report. 

DCRA’s website contains a self-selection guide in the Green Building Program Manual (at the end of the document in the Appendix) to help the project team navigate the process.  The website also includes the appropriate documents required at the time of permit submission (including a new energy verification worksheet.)  The guide can be accessed at the following address, under attachments:  http://dcra.dc.gov/publication/department-consumer-and-regulatory-affairs-construction-codes-administrative-bulletin

Another option to navigate this process is to engage HITT’s Sustainable Construction Department lead by LEED Fellow Kimberly Pexton.  Kim is a wealth of information and can provide guidance through the process.  If you have any questions relating to the information contained within this article, please contact me at rsale@hitt-gc.com or (703) 846-9030.

Information for this article came from dcra.dc.gov/page/green-building-program and www.usgbc.org

January Quarterly Networking Lunch

Chapter members and Business Partners gathered for the first Quarterly Networking Lunch of 2015 at the W Hotel DC on Thursday, January 29th. While guests mingled and enjoyed passed hot cider, Jenna Carter, Vice President-Elect of Community Services, and Alana Harder-Washington, ALACC Foundation President, sold 50/50 raffle tickets to benefit the Foundation's Toni K. Allen Scholarship Fund. Emphasis on the scholarship program continued during the lunch programming as Jenna recognized our current scholarship mentors with awards in honor of National Mentor Month. Jenna ended her presentation by showing a heartfelt video message from 2014 Toni K. Allen Scholarship winner, Taiwo Donsunmu (available to view below!) and drawing for the 50/50 raffle winner. The winner, Tom Metzfield of Workspace Design, was generous enough to donate his $300 winnings back to the ALACC Foundation.

Guests enjoyed a delicious Après Ski themed menu before heading back to the office. The meal included french onion soup, stuffed chicken, veal osso buco, vegetable risotto, lobster shepherd pie, baked brie en croute with roasted anjou pears and toasted walnuts, coffee macaroons, and hot chocolate - YUM! 

A special thanks to our current Toni K. Allen Scholarship mentors for their efforts in providing first class mentorship: Stacy Fischbach, Pheobe Boger-Smith, and Joe Berger. If you are interested in becoming a mentor for an upcoming scholarship recipient, please contact Jenna Carter.

Thank You from 2014 Toni K. Allen Scholarship Winner, Taiwo Dosunmu

Note from 2013 Toni K. Allen Scholarship Winner, Kyra Fuller

By: Kyra Fuller

From my perspective as a mentee and 2013 Toni K. Allen Scholarship recipient, I can truly say that having Pheobe [Boger-Smith] as my mentor has enhanced my life in so many ways. Not only does Pheobe expose me to professional events that drive me to aspire for greater, but she also encourages my involvement in the community. This past summer, we both attended the Lawyers Have Heart event in support of the American Heart Association. This event allowed me to see professional individuals who strive to make a difference outside of their workplaces. More importantly, the experience gave us another opportunity to build our mentor-mentee relationship while participating in positive change. Pheobe’s thoughtfulness in keeping me involved in amazing opportunities aids in my personal growth, helping me to become a well-rounded individual. While these opportunities have been beneficial, it is Pheobe herself that inspires me the most. Anyone who knows Pheobe, knows her to be such a kind-hearted, uplifting, and joyful person with a dynamic personality. Her experiences prove that hard work and making lasting connections can take you very far both professionally and personally. Pheobe may never know exactly how influential she has been to me, and this just validates that mentorship has a limitless impact. I am appreciative to be a part of this mentorship experience, especially at such a pivotal time in my life. There is no one who can reach success without the support of another. I thank Pheobe along with the rest of the ALA Capital Chapter for being that support.

Robert Half Legal Spotlight: Reducing Stress for Your Legal Teams

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By: Katie Parrish, Division Director

For many legal professionals, the dynamics of legal work – from long hours and client demands to time-sensitive deadlines and caseload pressures – surely prompt a sense of urgency on the job. Many legal professionals have had to do more with fewer resources due to increased caseloads and tighter budgets. This shift has also contributed to higher stress levels in the workplace. A recent survey from Robert Half Legal found that lawyers are working longer hours: thirty-seven percent of attorneys spending 55 or more hours each week on the job. Comparatively, the average work week across the country is 34.5 hours according to the Bureau of Labor Statistics. More than half (52 percent) of lawyers admit their work hours have increased over the last five years. Only 20 percent of survey respondents said they’re working fewer hours than five years ago.

The research from Robert Half Legal correlated longer hours at the office to higher stress levels. Over one-third (34 percent) of lawyers surveyed attribute workplace stress to billable hour expectations and long hours, while meeting client expectations ranked second, with 30 percent of the survey response. Demanding or high-stakes cases ranked third, with 14 percent of the survey response.

The increasing hours of legal professionals cannot be looked at simply as a condition of the job. As hiring conditions improve, retaining top talent will become a main focus for employers. Managing partners and their corporate counsel counterparts will want to pay close attention to the hours their legal teams are working and the stress they may be experiencing as a result.

Reducing stress levels among workers can help to increase overall job satisfaction and also result in the maximization of productivity and enhance contributions to the business. Not to mention that from a financial perspective, the costs associated with recruiting and training new legal team members can be high. So, mitigating workplace stress and enhancing retention tactics are sound business strategies to protect your hiring investments and to reduce unwanted attrition.

Here are some suggestions for keeping your team stress-free and operating at peak productivity:
  • Set clear expectations. Any misunderstanding around roles and responsibilities can cause disorganization among team members ad cause unwanted stress. While micromanagement should be avoided, setting clear expectations at the onset of a project will make everything easier throughout the process. 
  • Be in the know. Keep tabs on projects and assignments in order to monitor stress levels and overwhelming workloads. By being cognizant of what team members are doing and encouraging them to take a time out when possible, it will help them know that their well-being is a priority and that you are prepared to make adjustments if necessary. 
  • Grow your team (temporarily). In times of rising workloads due to client demands or special initiatives, adding additional temporary team members may help ease the burden on your team. Taking on highly skilled legal professionals on a project or contract basis can help support short-term project needs.  You may even enhance legal services by bringing on skill sets or expertise that may not be available with in-house talent.

As the job market continues to improve, retaining your top performers should be a priority. Take deliberate steps to improving your team’s job satisfaction. This will help you make your employees’ jobs less stressful and more rewarding while enhancing productivity and retention levels.

Poll Question Answered

Does your firm develop, communicate, and implement a strategic management plan that incorporates diversity and inclusion related elements?

Poll answers revealed 65% of ALACC member firms do!

Past President Update

ALA Capital Chapter Past President Karen Murley is staying busy as an National Center for Children and Families (NCCF) volunteer. Have you ever wondered what happens to the old couches, chairs, and knickknacks you've donated to NCCF? Karen Murley uses the items to create a home for NCCF clients. Click here to read more.

2014 Wage Theft Prevention Amendment Act

The act becomes effective February 26, 2015 and the key features include:
  • Within 90 days of the effective date, written wage notices must be provided to DC based employees containing specific information regarding the employee’s terms and conditions of employment (i.e., pay rate, employer contact information, etc.)  See a full list of information to be included inside the article linked below.  
  • Notice must be provided to employee in English and their primary language.
  • Employer must keep copies of notices in files for at least three (3) years.
  • Employers will receive notice drafting guidance from the DC Mayor’s Office.  The Mayor will provide model notice(s) within 60 days of the act’s effective date.
  • Employer penalty for each failure to comply with the notice requirements include a $500 administrative fee and a $100 penalty for each day the employer fails to comply.  
  • The ACT applies to all new hires (must be provided at the time of hiring) and any employee whenever their notice information changes.

Click here to learn more.

Administrative Committees

Communications and Media Relations
As members of the Newsletter and Media Relations Committee, Chapter members participate in producing the award-winning Capital Connection. Members gather to brainstorm new ideas for editorial themes for upcoming editions. The newsletter reports Chapter business activities such as Section and Committee news and provides information about upcoming educational and other events. It also includes articles of interest to members and other legal management personnel, collected, authored and/or edited by members of the committee. This committee also works with other legal associations and the media to ensure that ALA and the Capital Chapter are represented in the legal industry. The Newsletter Committee welcomes new members.

Contact: Jacqueline Moline, jam@carmaloney.com; Paula Serratore, pserratore@alacapchap.org
Salary Survey
The Salary Survey Committee is responsible for maintaining, updating and running the local survey each year. They review the positions listed, the job descriptions, and the benefits questions to ensure that the survey remains relevant to the end users. The members of the committee also promote the survey within the Chapter to stimulate participation. In addition, the committee is tasked with selling the license to the survey software to other chapters within ALA for use in their locales. They also provide technical support and logistical guidance to those chapters who purchase and utilize our survey software.

Contact: Dina Dalecki (Chair), ddalecki@wenderoth.com; Jeff Delcher (Co-Chair), jdelcher@wbklaw.com
Listserv: finance@lists.firmseek.com


Educational Sections

Branch Office Administrators
The Branch Office Adminsitrators Section focuses on a broad range of topics of interest to local adminisraotrs who must coordinate with other officees of their firms. The Section's monthly luncheon meetings, held on the second Tuesday of the month, provide a venue for members to discuss issues of common interest, share ideas, and network. Members are encouraged to raise topics and to recommend speakers.

Contact: Richard Gibson (Chair), rgibson@nixonpeabody.com; Wendy Iversen (Co-Chair), iversen@ballardspahr.com
Listserv: branchofcadmin@lists.firmseek.com
Intellectual Property (IP)
The Intellectual Property (IP) Section focuses on all aspects of legal management as it pertains to the IP Administrator. The group discusses the complexity of the ever-changing IP environment and how to effectively create and apply IP specific, non-legal procedures in both boutique and general practice firms. The Section's monthly meetings, held the third Tuesday, are primarily lunch meetings and every third month is a dinner meeting. 

Contact: Kristine Miller (Chair), kmiller@nixonpeabody.com; Dina Dalecki (Co-Chair), ddalecki@wenderoth.com 
Listserv: ipadmin@lists.firmseek.com
Human Resources
The Human Resources Section operates as a venue for educational information on global human resources topics and issues. While the Section comprises mostly HR professionals, any member is invited to participate. The Section meets the second Wednesday of every month and often has either industry speakers or roundtable discussions on topics such as recruiting, benefits, strategic planning, performance management, career pathing, retention and more!

Contact: Claudia Baragaño (Chair), cbaragano@kelleydrye.com; Jane Schindler (Co-Chair), jschindler@foley.com
Listserv: hr@lists.firmseek.com

Office Operations Management
The members of the Office Operations Management Section represent a cross section of legal expertise from functional administrators to branch office managers. The Office Operations Management Section (OOMS) meets on the fourth Wednesday of every month to discuss operations related hot topics. We welcome all members to join the section, especially if you are an administrator in a small law office and you have to wear multiple hats. We can provide you with many best practices to run your operation smoothly.

Contact:  Gregory Fudge (Chair), glfudge@ober.com; Jeffrey Cole (Co-Chair), Jeffery.l.cole@squirepb.com
Listserv: ooms@lists.firmseek.com

Small Firm Management
The purpose of the Small Firm Management Section is to provide Administrators of law firms with 35 or fewer attorneys educational opportunities through vendor presentations, idea sharing and open forums specifically designed for those who work in smaller firms. The Small Firm Management SEction meets the 4th Tuesday of the month at host law firms.

Contact: Melody R. Watson (Chair), melody.watson@gpmlaw.com; Emily Christianson (Co-Chair), echristianson@relmanlaw.com
Listserv: smallfirmadmin@lists.firmseek.com

Technology
The Technology Section is looking for members to join the group for lively discussions about practical situations we all face daily in the information technology world. With ever-changing IT needs and issues, we will look at our firms' policies and procedures and help develop best practices and speak of the many concerns we all have. Even if you are not in the IT field,  your experiences and opinions will help us in bringing all departments of a law firm together and working on the same page.

Contact: Kenny Mitchell (Chair), kmitchell@wbklaw.com; Frank Schipani (Co-Chair), schipanif@gotofirm.com
Listserv: alacaptech@lists.firmseek.com