JBBG New Hire Toolkit

NewHire Toolkit

JAMES BATES BRANNAN GROOVER | NEW HIRE TOOLKIT

Abriefhistory ofthefirm

From A Founding Partner - Tommy James 2021

Almost22yearsago,CarterBatesandIwerepracticinginanotherlocalfirm whichhadalonghistoryinMacon.BothCarterandIwantedtoseethefirm makechangesinitsmanagementphilosophytoincorporatemoreintensive managementandalsolongrangestrategicplanning.Atthetimemost professionalfirmsinMaconfunctionedastheyhadformanyyearsandhadnot changedtheirrathersimplisticmanagementphilosophy.CarterandIspentwell overayeartryingtoincorporatesuchchangesinourexistingfirmonlytofind thatultimatelythelawfirmreallydidn’twanttomakesubstantivechanges.We realizedthattheonlywaytomakesuchchangeswastostartoverandwithfive lawyers,westartedJames,Bates.

Formeitwasverydifficult.Iwasasixth-generationattorneyintheMaconarea, andtherewerefourfamilygenerationsinthefirminwhichCarterandIwere partners.Moreover,thereweregoodfriendsandgoodlawyerspracticingthere. Nevertheless,weleft(withsubstantialanxietyandnotalittleconflict)andset outonourown.Oneofourkeythoughtswastoensurethatwealwayshumbly recognizedthatGodwassovereigninallthings,includingthesuccessorfailure ofournewfirm.Wehavebeenblessedbeyondourwildestexpectations.

Tommy James Retired 2021

Carter Bates

OurCulture

WHOWEARE

In1999,thefoundingpartnersofJamesBatesestablisheda forward-thinking,client-drivenlawfirm,centeredonthe followingcorevalues:integrity,servantleadership,respectfor othersandthepursuitofexcellence.

MYLAWFIRM

Wewillbe,toourclientsandemployees,“MyLaw Firm.”Wewillberecognizedbyouremployeesas oneofthebestplacestoworkandbyourclients astheiressentialtrustedcounselorsand advocates.Forustobesuccessful,wewillpursue uncompromisingqualityandprosperityforthose weserve:ourclientsandeachother.

Fromtheoutset,JamesBatesadoptedanambitiousgoalof growthandexpansiontoservetheneedsandexpectationsof itsclients,whileatthesametimestrictlyadheringtothe firm’scorevalues.Thisuniqueapproachtopracticinglaw resultedinalawfirmcomprisedofhigh-achieving,dedicated, andresponsibleindividuals,whostriveforexcellenceboth personallyandprofessionally.

WEPUTCLIENTSFIRST

ByBeingResponsive

ByBeingAccessible

ByContinuouslyImprovingOurProcedures

ByUnderstandingTheirNeeds

OnOurPremises

CoreValues

Integrity

Thisreflectsourdesireandexpectationto behonestinalldealingswithourclients, fellowattorneysandemployees,including beingwillingtoadmitwhenwesimplydo notknowtheanswerorsolutiontoa problem.

ServantLeadership

Thisreflectsourdesireandexpectationto puttheneedsofothersaboveourown.

RespectforOthers

Thisreflectsourdesireandexpectationto properlybalancetheFirm’slawpractice withourobligationstoeachother,our staff,thoseweserve,andourfamilies.

PursuitofExcellence

Thisreflectsourdesireandexpectationto betheverybestwecanbe,usingourGodgiventalentsandabilitiestothisend.

Practice Groups & Administration

Tax & Wealth Planning (TAX)

Practice Group Leader: Hays McQueen

Our attorneys service clients across the Southeastern United States, counseling individuals and families in the acquisition, preservation, management and transfer of their property.

Real Estate (REG)

Practice Group Leader: Bryson Smith

Our attorneys work with the other practice groups to achieve client objectives matters such as the sale, tax-free exchange or mortgage of real property as a component of the transaction, estate planning transactions and estate and trust administration matters involving real estate issues.

Corporate & Transactional (CAT)

Practice Group Leader: Michelle LaLonde

Our attorneys regularly counsel clients, negotiate, document, and close complex business acquisitions, draft a variety of corporate and contractual agreements and develop creative solutions to business and transactional issues.

Commercial Litigation (ComLit)

Practice Group Leader: Jack Nichols

Financial Institutions (FIG)

Practice Group Leader: Doroteya Wozniak

Our attorneys offer objective advice and recommendations, along with industry best practices to financial institutions.

Our attorneys handle an array of complex litigation matters, including, but not limited to, business torts, construction disputes, contract disputes, civil RICO, employment law, general commercial and business disputes, and healthcare disputes.

Administration (Admin)

General Litigation (GenLit)

Practice Group Leader: Chris Gordon

Our attorneys work with a variety of complex litigation matters, including, but not limited to, insurance defense, local government, business torts, construction disputes, and contract disputes.

Group Leader: Julie Wiley

Our group is comprised of Marketing, Finance, Information Technology, and Human Resources. Our team provides support to all practice groups. Our main goal is to help make you successful.

WhoisAdministration

Julie Wiley

Group Leader & COO

Bill Blair

CFO

Christi Simmons

Asst. Director of HR

MJ Ingebredtsen

Receptionist

Kayla McGehee

Director of Marketing

Jessica Keith

Billing Coordinator

Heather Meadows

HR Coordinator

Christina Cothren

Administration

Pam Abercrombie

Marketing

Debi Sellers

Accounts Receivable

Zach Powers

Administration Clerk

Andra Howard

Director of IT

Robin Bridges

Accounts Payable

Nicole Simmons

Receptionist

Mike Britt

Support Specialist

Steve Foy

Director of HR

Debi Allen

Receptionist

HR Procedures &Policies

StandardsofConduct

JBBGwishestocreateaworkenvironment thatpromotesjobsatisfaction,respect, responsibility,integrity,andvalueforall ourstaffmembers,clients,customers,and otherstakeholders.

BusinessClosureandEmergencies

Notificationsaresentviatextmessage usingthefirm’snotificationsystem. Messageswillcomefrom833-788-2388.

Non-Harassment

Allformsofharassmentof,orby,staff members,vendors,visitors,customers,and clientsarestrictlyprohibitedandwillnot betolerated.

PersonalAppearance

Yourpersonalappearancereflectsonthe reputation,integrity,andpublicimageof JBBG. Businesscasualattireshouldbe wornM-Th.Casualattirecanbewornon Fridays.

At-WillEmployment

EmploymentwithJBBGisonan“at-will” basis.

COVID

PleaseinformHRshouldyoutestpositive forCOVID.

HR Procedures & Policies

(Continued)

Paylocity

PaylocityistheFirm'shumanresource informationsystem.Thissystemhouses variousHRdocumentssuchasthe employeehandbook,thelawfirmpledge, payrollinformation,andbenefits information.Thissystemisalsothetime keepingsystemforallhourlyemployees.

PaidTimeOff-Requests

Timeoffrequestsshouldbeapprovedby practicegroupleadersordirect supervisors.Oncearequesthasbeen approved,acalendarinviteshouldbesent toyourdirectteamincludingyourpractice groupleader.

Conference Room Reservations

Conferenceroomsaremanagedbythe respectivereceptionistsandmaybe reservedviaphonecalloremail.

Employee Referrals

Whenreferringacandidatefor employment,youhavetosubmitthe CandidateReferralFormtoHRinorderto beeligibleforthereferralbonus.The CandidateReferralFormcanbefoundin Paylocity.

Pay 26payperiodsper year;paideveryother Friday

PaidTimeOff PTOisfrontloaded basedonanaccrual rateof5.77hrsperpay period;150hrsper year. PTOincreasesto 187.50hrsafter10 years.

Employee Benefits

PaidHolidays

NewYear’sDay

MartinLutherKingDay

MemorialDay

Juneteenth

July4th

LaborDay

ThanksgivingDay

TheDayafterThanksgiving

ChristmasEve

ChristmasDay

401(k)

90 Day Waiting Period

BasicSafeHarbor-The Firmwillmatch100%of contributionsupto3% ofanemployee's compensationandthen 50%ofcontributions upto5%;4%maximum Firmcontribution.

Continuing Education

Annual Budget

Attorneys/CPAs-$2k

Paralegals-$500

LegalAssistants-$250

Administration-$250

ReturningSummers

BarPrep-$3konetime

Saturdayholidaysare observedontheFriday before;Sundayholidaysare observedontheMonday after.

LongevityBonus $5kat10years;an additional$5kevery subsequent5years.

GeorgiaFarmBureau

AnnualMembership

GoldStarProgram

Upto75hrsofunused

PTOcanberolledover attheendofeachyear.

AnnualBarDues LocalandState

EmployeeReferral Attorney-$2k

CPA/Paralegal-$1k

Staff-$500

Thisprogramrecognizes andrewardsemployees

(staff)whogoaboveand

beyondandexemplifythe

JBBGcultureandvalues.

Employee Benefits (Continued)

CatastrophicLeave

Bank

PaidParental

Leave

Forwhenanemployee hasexhaustedallPTO, butexperiencesa catastrophiceventthat requirestimeaway fromworkthatwould beunpaidifnotforthis program. Employeescandonate unusedPTOattheend ofeachyear.

Parentalleaveispaid leaveassociatedwith thebirthoradoptionof achildandisavailable toallfull-time employees.Employees whohavebeenwiththe Firmforlessthanone

(1)yearqualifyforfour

(4)weeks;employees whohavebeenwiththe Firmforone(1)yearor morequalifyforeight

(8)weeks.Allleave mustbetakenwithin twelveweeksofbirthor adoption.

Medical,Dental,& VisionInsurance

TheFirmoffers 3 medicalplans,1dental plan,and1visionplan tochoosefrom.

LifeInsurance

TheFirmprovidesbasic lifeandAD&D coverage. TheFirmalsoprovides theoptionforyouto purchaseadditionallife insurance.

Employee Assistance Program (EAP)

EAPprovidesassistance& accesstoservicesthat addresspersonallife challengesandimprove workplaceproductivity andperformance.

Transitions

Transitionsprovides educationand consultationservicesfor retirementreadiness.

Compassion Bridge

There are times in our lives when we find ourselves in financial need without anyone to lean on or turn to for support. When those circumstances arise, our team members can be adversely affected both personally and professionally. Compassion Bridge is in place to help meet the critical needs of our JBBG family.

Voluntary tax-deductible contribution can be made through a payroll deduction

Confidential assistance request process

No better cause than helping those you work with every day

Examples of “Life Happening”

Unexpected medical bills

Bereavement travel expenses

Storm damage relief

"Life is what happens to you while you're busy making other plans"

- John Lennon

Marketing Procedures &Policies

BusinessCards

Businesscardsareorderedforall attorneys,CPAs, paralegals,and administrativemanagers.

AnnouncementCards

Announcementcardsaresentonanas neededbasis.

Westlaw

TheFirmprovidesWestlawaccountstoour attorneysandparalegals.

ClientDevelopment

Press Releases

Pressreleasesareissuedforallattorneys

onvariouslegalnewsoutlets.

Allattorneysareencouragedtoparticipate incommunityandbusiness developmentactivitiestofurther thegrowthofhisorherpracticeandthe Firmandtopromote theretentionofandshowappreciationfor theFirm’sexistingclients.Eachattorneyis providedanannualbudgetforclient development.

Marketing Procedures & Policies

(Continued)

CharitableContributionsand Sponsorship

TheFirmfeelsaresponsibilitytosupport local,nonprofitcommunityorganizationsby providingfinancialcontributionsand volunteersupport. TheFirmbudgetsforthis initiativetoaidinstrengtheningour commitmenttoServantLeadershipandour bondwiththecommunitiesweservewhile helpingthoseinneed.

StrategicMarketing

Themarketingteamworksdirectlywithour attorneystohelpbuildastrategicmarketing planthatisspecifictoyou.Throughthis process,marketingwillguideyouinbest practicesfromsomeofoursuccessfulsenior attorneys.Thisprocessbeginsforan attorneybetweenyears3-5andisuniquely tailoredtofiteachindividualattorney.

Finance Procedures &Policies

Finance

Thefinanceareaisapartofthe

AdministrationGroupandismanagedby thechieffinancialofficer.Financeconsists ofthreemainareas:Coyote,Accounts Payable,andAccountsReceivable.In additiontothesethreemainareas,finance alsoincludesthemanagementofthebonus plan,financialreporting,andbudgeting.

Coyote

CoyoteistheFirm'sfinancialmanagement systemandincludesourbillingplatform. Thebillingprocessincludestimeentry, pre-bills,billedits,andfinalbillprinting.

AccountsReceivable

Theaccountsreceivableprocessincludes postingpaymentsandopeningnewfiles.

AccountsPayable

Theaccountspayableprocessincludes creditcardmanagement,checkrequests, andexpensereports.

TimekeepingPolicy

Timeshouldbeentered contemporaneously,butnolaterthan11 AMthefollowingbusinessday.All timekeepersareexpectedtoaccountfor 7.5hourseachday.Theannualbillablegoal forattorneysis1800hoursand1500hours forparalegals.

Finance Procedures & Policies (Continued)

A/RandWIPPolicy

ThispolicygivesJBBGguidance concerningA/RandWIPprocesses pertainingtowrite-offofprevious balances,reportingofadjustmentsand agedA/RandWIP.

AttorneyDesignationPolicy

Thisistheprocesswherebychangeswillbe madetotheattorneydesignations: originatingandresponsible.TheAttorney DesignationChangeFormhastobe submittedtoFinanceforprocessing.

NewProspectGuide

Thisguideisusedtoassistwiththe processofopeningnewmattersinCoyote.

Time&BillingProcedures

TheseproceduresareFirmguidelinestobe followedwhenenteringtimeand determininghowitwillappearonfinalbills.

ConflictSearch

Thissearchisrequiredwhenopeningnew matterstodetermineifthereareany conflictswiththecontactsassociatedon thefile.

Finance Procedures & Policies (Continued)

ClosingFiles

Filesshouldbeclosedonceworkhasbeen completed.Thefirmhasdocumented proceduresforclosingfiles.

CreditCardCharges

AllFirmcreditcardreceiptsaretobesentto APassoonasreceived.Pertinent informationregardingthechargesuchas practicegroupandclientmatternumber shouldbeincludedwiththesubmission.All submissionsshouldbeemailedto accounts_payable@jamesbatesllp.com.

APCheckRequests

APcheckrequestsareprocesseddaily.The cutofftimeforacheckrequesttobe processedthesamedayastherequestis 1:30pminMaconand2:30pminAtlanta.All checkrequestsaremadebycompletingthe APCheckRequestFormandemailingitto accounts_payable@jamesbatesllp.com.

ITProcedures &Policies

RemoteDesktopandVPN

TheFirmutilizesaVPNconnectionon laptopstoallowaccesstotheFirm's networkwhenworkingoffsite.Remote desktopcanbeusedbyourdesktopusers onanasneededbasis.

SignatureLines

EmailsignaturelinesarecreatedbyIT. Whensendinganemail,signaturesare automaticallyaddedoncetheemailhas beensent.

PhoneSystem

TheFirmutilizesaMitelphonesystem whichincludesadesktopapplication.The desktopapplicationcanbeutilizedthe samewaythehandsetcanbeused.

Initialvoicemailrecordingsarecreatedby theMaconreceptionist.

Kofax

TheFirmusesKofaxPowerPDF(Kofax)

softwareforportabledocumentfile(PDF) documents.Kofaxcanbeusedforreading, creating,andeditingPDFdocuments.

nQueue

nQueueisinstalledonallFirm multifunctionprinters.Thissoftware integrateswithCoyotetoallowprinting coststobedirectlyaddedtoclientmatters. Allemployeesareassignedaloginfor usingthemultifunctionprintersand nQueuesoftware.

IT Procedures & Policies (Continued)

MultifactorAuthentication

TheFirmusesmultifactorauthentication (MFA)toaddasecondlayerofsecurityfor accessingtheFirmnetworkfrommobile devices.

FirmNetwork

H-Drive: Each employee has an H Drive to save personal work documents. Data saved to a desktop is not backed up. Data saved to the H Drive is backed up.

NetworkSecurity

Networksecurityistheprotectionofthe Firm'snetworkfromunauthorizedaccess, misuse,ortheft.Toassistwiththis protection,theFirmutilizesseveral resourcesincludingMimecastandKnowBe4 aswellasamobiledeviceandpassword policy.

Mimecastisatoolthatcanbeusetosend secureemailsoutsideoftheFirm'snetwork.

I-Drive: The I Drive is the Firm drive for document storage. All employees have access to documents saved on the I Drive.

KnowBe4providessecurityawareness trainingandtesting. TheMobileDevicePolicyisasetof guidelinesthatexplainhowyoushoulduse mobiletechnologyonthejob,andhowyou willprotectthosedevicesfromcybersecurity threats. ThePasswordPolicyisasetofrules designedtoenhancecomputersecurityby encouraginguserstoemploystrong passwordsandusethemproperly.

IT Procedures & Policies

MicrosoftOffice

TheFirmusesOffice365productivity applications,suchasMicrosoftTeams,Word, Excel,PowerPoint,Outlook,andOneDrive.

iManage

iManage is the Firm's document management system. This system connects documents and emails and saves them in a single unified folder, organized by client, project, or legal matter.

MeetingOwl

Meeting Owls are located in each conference room and provides a 360° camera, microphone, and speaker system that integrates with Microsoft Teams and Zoom.

ITAssistance

Our IT department can be reached individually via email or phone, but can also be reached at helpdesk@jamesbatesllp.com.

ImportantDocumentsforSubmission

OfficeFacilities

Macon

No assigned parking

Bump card/fob needed for access

Alarmed; panels at each entrance door

Complimentary snacks and drinks

YourDesk

Wewantyoutofeelcomfortableinyourworkspace, sofeelfreetobringafewpicturesorknick-knacks, thatareofficeappropriate,tomakeyourspaceyour own.

Atlanta

Parking Garage - Phone App Access

No assigned parking

Bump card/fob needed for access

Complimentary snacks and drinks

Athens

Parking Garage - Bump Card/fob needed for access

JBBG assigned parking spaces

Bump card/fob needed for access

Complimentary snacks and drinks

ToolsforYourSuccess

Goodluckand enjoythejourney!