1. ABA Model Rules
Key Concepts and Overview
For Legal Managers
Beverly Michaelis
Practice Management Advisor
Professional Liability Fund
2. ABA Model Rules – Topics
1. Conflicts of Interest/Ethical Walls
2. IOLTA (IOTA)
3. Rules Relating to the Attorney-Client
Relationship, Fees, Communication, and more
4. Advertising and Solicitation
5. Current Trends
6. Sample Test Questions
Key Concepts for Legal Managers
3. ABA Model Rules & Legal Managers
Conflict of Interest Systems
• Conflict systems are used to determine if potential
new clients have conflicts with existing clients
• Written waivers are required if a conflict exists
• People & organizations representing a potential
conflict are entered in the system
• Ethical or “Chinese” Walls may be necessary
4. ABA Model Rules & Legal Managers
How Conflicts Arise
Other lawyers in the firm:
1. Have represented opposing parties
2. Possess inside knowledge
Disqualified lawyers should be screened
5. ABA Model Rules & Legal Managers
The Firm Rule
• If one member of the firm has a conflict, all
members have a conflict
• Conflicts leave with the departing lawyer
• Incoming lawyers should be screened for
potential conflicts
6. ABA Model Rules & Legal Managers
Ethical Walls
1. Obtain consent
2. Issue notice to all employees
3. Place memorandum in file
4. Visibly mark file
5. Move file away from lawyers/staff
6. Respect the wall at all times
7. Issue periodic reminders
7. ABA Model Rules & Legal Managers
Why are Walls Erected?
Protect client confidences
Avoid limiting a legal professional’s job
mobility
Some states are more restrictive – know your
state’s rules!
8. ABA Model Rules & Legal Managers
Assessing Conflicts
1. The firm’s risk avoidance attorney will
determine if a conflict exists.
2. Not all conflicts require ethical walls
3. The risk avoidance attorney will:
– Define the conflict
– Obtain client consent
– Neutralize the conflict
9. ABA Model Rules & Legal Managers
Group and Organization Representation
Groups:
• Lawyer should explain advantages and risks
• All clients must stay fully informed
Organization:
• Duty is to organization
10. ABA Model Rules & Legal Managers
Avoid the Following
1. Gifts from clients
2. Book or TV deals (until case concluded)
3. Loans to clients
4. Third party payment with strings attached
5. Aggregate settlements
6. Business transactions with clients
11. ABA Model Rules & Legal Managers
Avoid the Following
7. Sexual relations with clients
8. Proprietary interest in case
9. Agreement in advance to limit liability
without independent legal advice
10. Settling a claim with an unrepresented or
former client without independent legal
advice
12. ABA Model Rules & Legal Managers
Procedures for Legal Managers
→ Know how to set up a database
→ Have familiarity with software
→ Know how to do a conflict search
→ Know how to supervise staff
13. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – What is It?
• Mandated by state authorities
• Requires interest-bearing accounts for
client deposits that are:
– Nominal in amount or
– Not long in duration
• Interest is pooled and administered by
state bar
14. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – What is It?
Funds being held for a client must be placed in:
1. An account paying interest to the client or
2. An IOLTA account
15. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – How to Do It
• Instruct bank to open a NOW or other interest-
bearing checking account
• Account is opened in state where lawyer’s
office is situated
• Lawyers are responsible for minimum balance
& fee requirements
16. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – How to Do It
• Many banks waive fees
• Maximum amount in IOLTA depends on rules in
each jurisdiction
• Bank responsible for paying interest & sending
statements to IOLTA committee and lawyer
17. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – Dealing with Client Funds
1. Client funds must be segregated.
2. If client can net interest – set up
separate account unless client
directs otherwise
18. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – Avoiding Trouble
• Know your jurisdiction’s rules
• Notify client promptly
o when money is added or
o when money is taken out
• Keep unearned fees or unearned costs in trust
19. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – Avoiding Trouble
• Promptly deliver funds when entitled
• Promptly render full accounting upon request
• Keep disputed funds separate
• Keep complete records (usually 5 years)
20. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – Notes for Legal Managers
1. Rule 1.15 on Safekeeping provides the ethical
guidelines for establishing & maintaining accounts
2. All lawyers must establish IOLTA accounts, EXCEPT:
• Lawyers who do not hold client funds
• Lawyers who make loan transactions through
lending banks
21. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – Notes for Legal Managers
3. No lawyer, law firm, or client pays taxes on IOLTA
interest per IRS ruling
4. Contact IOLTA Committee immediately if you
receive a 1099 on an IOLTA account
5. Banks file informational reports with IRS re interest
paid to IOLTA Committees
6. IOLTA Committees are non-profit (pay no tax)
22. ABA Model Rules & Legal Managers
IOLTA (or IOTA) – Notes for Legal Managers
• You may, but are not required, to notify clients
of your participation in IOLTA
• Clients have no say re use of IOLTA funds
• Remember that funds must go into an interest-
bearing account benefiting the client if the client
can “net” interest
23. ABA Model Rules & Legal Managers
Rule 1.0 Attorney-Client Relationship
A fiduciary relationship commanding
Respect
Competence
Diligence
Independent professional judgment
Preservation of confidences
24. ABA Model Rules & Legal Managers
Rule 1.0 Attorney-Client (Fiduciary) Relationship
Fair play
Honesty
Responsiveness
Reasonable fees
Much the same is expected of the client in return
25. ABA Model Rules & Legal Managers
Rule 1.3 – Diligence
DOs:
1. Zealously represent
2. Complete entire task
3. Timely manage workload
DON’TS
1. Cause client anxiety Legal Managers should
2. Lose client’s trust calendar deadlines to
ensure due diligence
26. ABA Model Rules & Legal Managers
Rule 1.4 – Communication
• Keep the client informed
• Consult with the client
• How will client’s objectives be met?
• What is acceptable/ethical
27. ABA Model Rules & Legal Managers
Rule 1.5 – Fees
1. Use written agreements
2. No contingent fees in domestic or criminal
cases
3. Fee splits must be proportionate or client must
consent
28. ABA Model Rules & Legal Managers
Rule 1.6 – Exceptions to Confidentiality
1. To carry out representation
2. Prevent reasonably certain
death, harm, crime, or fraud
3. Defensively (complaint, claim, other)
29. ABA Model Rules & Legal Managers
Rule 1.16 – Withdrawal is Mandatory When
Representation would violate rules
Lawyer is impaired (mentally or physically)
Lawyer is discharged
30. ABA Model Rules & Legal Managers
Rule 1.16 – Voluntary Withdrawal
1. Accomplished without material adverse effect
2. Client persists with fraud/crime or uses lawyer
3. Fundamental disagreement
4. Client’s action is repugnant
5. Client fails to pay
6. Other good cause
31. ABA Model Rules & Legal Managers
Rule 1.16 – Voluntary Withdrawal
Withdrawal always requires:
• Notice
• Permission of tribunal
• Protection of client’s interests
Refund fees
Surrender papers and property (unless
retention is otherwise permitted)
32. ABA Model Rules & Legal Managers
Rule 1.17 – Sale of Law Practice
1. Lawyers may sell all or part of a practice or
goodwill
2. Requires written notice to clients
3. 90 days must pass
4. Fees cannot be increased
33. ABA Model Rules & Legal Managers
Rule 5.3 – Non lawyers
• Must conform to rules of conduct
• Make reasonable efforts to supervise
• Lawyers responsible if:
o Conduct ordered or ratified
o Lawyer is partner/manager fails to
avoid, mitigate, remediate
34. ABA Model Rules & Legal Managers
Rule 5.7 – Rules of Conduct Apply to Other Professions
If services not distinct from legal work
Client not informed there is no attorney-client
relationship (reasonable efforts standard)
Lawyers must always comply with the
rules of the other profession
35. ABA Model Rules & Legal Managers
Rule 6.1 – Pro Bono
1. Every lawyer has a duty to provide pro bono
services
2. Aspirational goal is financial contribution and
50 hours per year
36. ABA Model Rules & Legal Managers
Rule 6.3 – Legal Services Membership
Lawyers can serve as directors, officers or members of
legal organizations even if persons served by the
organization are adverse to the lawyer’s firm
Key Concept for Legal Managers:
This is not a conflict of interest
37. ABA Model Rules & Legal Managers
Rule 7.6 – Political Contributions
Lawyers cannot accept judicial appointments or
government jobs in exchange for
making or soliciting political contributions
38. ABA Model Rules & Legal Managers
Advertising and Solicitation
Lawyers cannot pay others for channeling
professional work to the lawyer
Prepaid legal services OK
Non-profit referral organizations OK
Attorney referral organizations OK
Legal Managers must be able to evaluate
these types of intermediary organizations
39. ABA Model Rules & Legal Managers
Direct Solicitation Prohibited
1. There is no relationship with soliciting lawyer
2. When client rejects contact
3. Solicitation involves duress or harassment
40. Other Material in this Section
Current Trends
Review material for current trends
1. Fee alternatives (flat/fixed fees, task-based
billing, bonus system)
2. Technological changes (billing, legal research,
software, e-mail, Web sites, extranets, intranets,
printing to PDF, and video conferencing)
Technology can save clients money and keep them better informed
41. Sample Test Questions
Sharing Space & Common Expenses
• Sally Smith and Reba Rodman share office space
• Can they advertise as Smith & Rodman?
No! They must first establish a firm.
42. Sample Test Questions
Web Sites, Extranets, and Intranets
1.Web sites are public and used for advertising
2.Extranets are secure, private sites accessible only
to clients or co-counsel. They are NOT used for:
• E-mailing clients
• Listing staff and lawyers
• Providing documents to the public
3. Intranets are for internal use only by law firm
personnel
43. Sample Test Questions
Trust Accounts
The following are FALSE:
• Attorneys need not notify clients every time a deposit is
made or funds withdrawn
• IOLTA interest is taxable to the attorney
• IOLTA interest is taxable to the client
The following is TRUE:
• Attorneys need not notify clients that their funds will be
enrolled in IOLTA
44. Sample Test Questions
Conflicts
If a conflict is noted during a conflict
search, an attorney shall:
1. File a claim against the perpetrator
2. Work with another attorney to minimize the conflict
3. Alert the client and erect an ethical wall
4. Submit the case to a hearing of peers
45. Sample Test Questions
Advertising
May criminal attorney Susie advertise on her Web site
that she has successfully defended 90% of her cases?
• Yes – if it’s true and accurate
• Yes – if she lists her name, address, and phone
• No – even if the % was true, it violates the rules
• No – we don’t know what “successfully
defended” means
46. Sample Test Questions
Advertising
May criminal attorney Susie advertise
she is a certified criminal law specialist?
• Yes – if she has been certified by an organization
approved in her state or accredited by the ABA
• Yes – if the name of the certifying organization is
clearly identified
• No – lawyers cannot communicate specialties
47. Sample Test Questions
Letterhead & Advertising
The following are permitted:
• Trade names (Bayside Immigration Clinic)
• Deceased founder
• Multi-state listings if jurisdictions designated
What is not permitted:
• Listing a current state Congressman in public office
who is not active with the firm
48. Sample Test Questions
Unauthorized Practice of Law
Joe Justice, criminal lawyer, is in Florida. His office is
one hour from Georgia.
His former paralegal, Inez, who has a law degree, now
has an Immigration Clinic in Georgia. She fills out
forms for immigrants.
Inez wants Joe to review the forms before they are
filed.
May Joe assist Inez?
49. Sample Test Questions
Unauthorized Practice of Law
1. Yes, as her former boss, if he is aware of her work
product and can assist with quality control and legal
advice.
2. Yes, if he is licensed in Georgia and Inez is licensed
to practice law.
3. No, if he is not licensed in Georgia.
4. No, if he is assisting Inez in UPL.