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Antitrust Compliance for the Mid-Market:
Because There is No Such Thing as Flying
Under the Radar

Ted Banks
Compliance & Competition Consultants, LLC
Compliancelaw@comcast.net

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Introduction

Small and mid-market companies make a fundamental error when they assume that compliance programs are only for the “big guys.” As many companies have found out, prosecutors do not accept size as an excuse for not having a compliance program. Not only is it very important to have a program, but it is not that hard. Smaller companies do not need to hire a large staff or spend a great deal of money to implement a program. This outline will discuss some of the areas where you can make progress without a huge investment.

1. Why do it?

a.It is the right thing to do, of course.

b.Ethical rules do work. They aren’t a guarantee of ethical behavior, but if they don’t exist, conduct of companies much worse.

c.Companies with ethical commitments do better financially.

d.Small firms get caught

1)They are swept up in what the big guys do, or

2)They make stupid mistakes, or

3)They may do bad things intentionally because they think they can get away with it, and

4)Prosecutors and private plaintiffs love to go after the small guys: easy pickings.

e.Gives a chance to differentiate your company and gain a competitive advantage.

f.Creates employee pride.

1)Several studies have shown that employees work better when they are proud of their company

2)Employees who think management does not care about ethics tend to behave unethically in many areas (starting from stealing office supplies to major bribery).

g.Criminal prosecution/civil actions can destroy the company.

h.One less thing to keep you up at night.

2.Start by examining the risks.

a.Nature of the business

1)Products

2)Customers

b.Company history

c.Peer group experience

d.Outside counsel to guide process

e.Is firm a government contactor or subcontractor ($5 million threshold)?

1)Mandatory compliance rules

2)Self-reporting of violations

f.What is reported in the media?

g.Example: consumer products

1)Labeling

2)Packaging

3)Sales Methods

4)Customer Information

3.Nature of the employees

a.Basic workers

1)Clear, direct guidance on what to do.

2)Give orders so they will not be confused.

b.Knowledge workers

1)Principles and reasons for actions they will understand.

2)Persuasion.

4.Create a code of conduct

a.Could be one page. (see sample at end)

b.Make it clear that company will abide by antitrust (and other ) laws and that employees will be disciplined or fired if they don’t.

5.Apply antitrust risk triage

a.Start from the biggest risk.

1)Don’t try to do everything.

2)Lawyers trained to be exhaustive, so restrain yourself.

b.Apply a rational approach, recognizing limited resources.

c.Employees are only interested in (and will only remember) things that relate to their job, or their life.

d.Key question: where does company encounter competitors?

1)Customer locations?

2)Trade associations?

a)Note: trade association can also be good source for compliance information.

b)It is generally OK for competitors to share compliance programs

6.Could this be your entire program?

Don’t fix prices
Don’t talk to anyone outside the company about how you compete
Don’t try to eliminate competitors, or talk as if you are
Don’t lie or engage in deceptive practices
Call if you have questions

7.Be familiar with the DOJ Amnesty (Leniency) Program

a.If your company does mess up, be the first in the door to confess.

b.May result in complete escape from criminal liability.

c.More information at http://www.justice.gov/atr/public/criminal/leniency.html.

8.Think about the Federal Sentencing Guidelines (text at end of outline)

a.Main principle: If you can show that you used due diligence to have an effective compliance program to prevent and detect wrongdoing, company can mitigate or eliminate liability.

1)Look at each of the requirements.

2)Make sure board an senior management are educated about the program and supportive.

3)If there is ever a problem, make sure that corrective actions are taken quickly.

4)Coordinate with the employment office so that there is screening of new hires; yes, use the Internet.

5)Can third parties (e.g., distributors, agents) get you in trouble?

B.Capabilities and limitations of smaller companies understood:

iii)   Small Organizations.—In meeting the requirements of this guideline, small organizations shall demonstrate the same degree of commitment to ethical conduct and compliance with the law as large organizations. However, a small organization may meet the requirements of this guideline with less formality and fewer resources than would be expected of large organizations. In appropriate circumstances, reliance on existing resources and simple systems can demonstrate a degree of commitment that, for a large organization, would only be demonstrated through more formally planned and implemented systems.

Examples of the informality and use of fewer resources with which a small organization may meet the requirements of this guideline include the following: (I) the governing authority’s discharge of its responsibility for oversight of the compliance and ethics program by directly managing the organization’s compliance and ethics efforts; (II) training employees through informal staff meetings, and monitoring through regular “walk-arounds” or continuous observation while managing the organization; (III) using available personnel, rather than employing separate staff, to carry out the compliance and ethics program; and (IV) modeling its own compliance and ethics program on existing, well-regarded compliance and ethics programs and best practices of other similar organizations.

C.But still need to be able to document: how do you prove what you claim you did?

1)Document training sessions.

2)Employee signatures acknowledging receipt along with tax forms; send out principles when job offer accepted (only time things are read is between hiring and starting).

d.Most important: employees model behavior they observe.

1)CEO and managers at all levels must set the right example.

2)Workers are always watching; they can pick-up insincerity.

9.Training

a.Mastery training for technical subjects: if regulated industry.

b.Awareness training for general subjects (like antitrust).

c.If you must use slides:

1)Very simple. One principle per slide. One dramatic picture.

2)Tell a story

d.Always do it from the POV of the employee: relate to their world, not yours.

e.Send messages periodically about ethical business conduct.

1)Emails? Employee meetings?

2)Comment on news of the compliance problems at other companies.

3)Be forthcoming about actions company takes to enforce its rules, and reward employees who set ethical examples.

Sample Welcome Letter to New Employees from Owner or CEO

“We have a simple business strategy. We do the right thing. Please read our short Code of Conduct carefully. Our business is based on the trust that our customers place in us. If they are not absolutely certain of our ethics, they have many alternative suppliers to whom they can turn – and our business is gone. No short-term goal is ever worth that risk. And, apart from the damage to our reputation, violation of laws may also subject the company – and you – to significant legal penalties.

In most situations, we rely on your common sense and personal ethics to do the right thing. But if you ever have a question about the proper ethical approach to a situation, do not hesitate to ask your supervisor – or me. There is never a downside to asking a question.

So, welcome to [___________]. You can be proud to be part of the team here. Although we are not the biggest in the industry, we know we are the best, and we will work every day to make sure we will live up to our reputation.”

Elements of a Simple Code of Conduct

1.Company mission statement repeated. Should have at least one element relating to ethical business practices.

2.Include an ethical self-test.

“When confronted by an ambiguous situation, ask yourself these questions:

Is this legal?

Does this violate any company rules?

How does this look to someone outside the company?

How do I feel about it?

If you feel uncomfortable about the situation, ask for guidance from your manager [or ____] before you do anything else. If you are so uncomfortable that you wish to report something anonymously, you can do so by [sending a letter to, or calling a number]”

3.Basic rules about key legal and ethical principles

We respect all of our employees and will treat them the way we want to be treated

We compete fairly, and do not discuss our business plans with competitors

We treat our customers fairly

We live up to our business commitments

We respect the environment, and will strive to conduct our business with a minimal impact on the planet

We will provide a safe workplace for all of our employees

We will never seek to obtain business by paying bribes

Our financial records will be accurate

Every employee will avoid situations that create conflicts of interest

4.Adopt provisions that reflect the nature of the business (examples)

If consumer information: we maintain the security and privacy of our consumers/consumers information

If industry regulations: we will ensure that all of our products meet government regulations

If intellectual property is a key part of the business: we will respect the intellectual property rights of others

5.Certification:

“I have read the [__________] Code of Conduct, and agree that I will abide by these principles as a condition of my employment. If I ever have a question about the ethics of any situation, I will inquire before taking action”

Excerpt from 2010 Federal Sentencing Guidelines Manual
Chapter Eight: Sentencing of Organizations

§8B2.1. Effective Compliance and Ethics Program

a)To have an effective compliance and ethics program, for purposes of subsection (f) of §8C2.5 (Culpability Score) and subsection (c)(1) of §8D1.4 (Recommended Conditions of Probation – Organizations), an organization shall—

(1)exercise due diligence to prevent and detect criminal conduct; and

(2)otherwise promote an organizational culture that encourages ethical conduct and a commitment to compliance with the law.

Such compliance and ethics program shall be reasonably designed, implemented, and enforced so that the program is generally effective in preventing and detecting criminal conduct. The failure to prevent or detect the instant offense does not necessarily mean that the program is not generally effective in preventing and detecting criminal conduct.

(b)Due diligence and the promotion of an organizational culture that encourages ethical conduct and a commitment to compliance with the law within the meaning of subsection (a) minimally require the following:

(1)The organization shall establish standards and procedures to prevent and detect criminal conduct.

(2)(A)The organization’s governing authority shall be knowledgeable about the content and operation of the compliance and ethics program and shall exercise reasonable oversight with respect to the implementation and effectiveness of the compliance and ethics program.

(B)High-level personnel of the organization shall ensure that the organization has an effective compliance and ethics program, as described in this guideline. Specific individual(s) within high-level personnel shall be assigned overall responsibility for the compliance and ethics program.

(C)Specific individual(s) within the organization shall be delegated day-to-day operational responsibility for the compliance and ethics program. Individual(s) with operational responsibility shall report periodically to high-level personnel and, as appropriate, to the governing authority, or an appropriate subgroup of the governing authority, on the effectiveness of the compliance and ethics program. To carry out such operational responsibility, such individual(s) shall be given adequate resources, appropriate authority, and direct access to the governing authority or an appropriate subgroup of the governing authority.

(3)The organization shall use reasonable efforts not to include within the substantial authority personnel of the organization any individual whom the organization knew, or should have known through the exercise of due diligence, has engaged in illegal activities or other conduct inconsistent with an effective compliance and ethics program.

(4)(A)The organization shall take reasonable steps to communicate periodically and in a practical manner its standards and procedures, and other aspects of the compliance and ethics program, to the individuals referred to in subparagraph (B) by conducting effective training programs and otherwise disseminating information appropriate to such individuals’ respective roles and responsibilities.

(B)The individuals referred to in subparagraph (A) are the members of the governing authority, high-level personnel, substantial authority personnel, the organization’s employees, and, as appropriate, the organization’s agents.

(5)The organization shall take reasonable steps—

(A)to ensure that the organization’s compliance and ethics program is followed, including monitoring and auditing to detect criminal conduct;

(B)to evaluate periodically the effectiveness of the organization’s compliance and ethics program; and

(C)to have and publicize a system, which may include mechanisms that allow for anonymity or confidentiality, whereby the organization’s employees and agents may report or seek guidance regarding potential or actual criminal conduct without fear of retaliation.

(6)The organization’s compliance and ethics program shall be promoted and enforced consistently throughout the organization through (A) appropriate incentives to perform in accordance with the compliance and ethics program; and (B) appropriate disciplinary measures for engaging in criminal conduct and for failing to take reasonable steps to prevent or detect criminal conduct.

(7)After criminal conduct has been detected, the organization shall take reasonable steps to respond appropriately to the criminal conduct and to prevent further similar criminal conduct, including making any necessary modifications to the organization’s compliance and ethics program.

(c)In implementing subsection (b), the organization shall periodically assess the risk of criminal conduct and shall take appropriate steps to design, implement, or modify each requirement set forth in subsection (b) to reduce the risk of criminal conduct identified through this process.

Commentary

Application Notes:

1.Definitions.—For purposes of this guideline:

"Compliance and ethics program" means a program designed to prevent and detect criminal conduct.

"Governing authority" means the (A) the Board of Directors; or (B) if the organization does not have a Board of Directors, the highest-level governing body of the organization.

"High-level personnel of the organization" and "substantial authority personnel" have the meaning given those terms in the Commentary to §8A1.2 (Application Instructions – Organizations).

"Standards and procedures" means standards of conduct and internal controls that are reasonably capable of reducing the likelihood of criminal conduct.

2.Factors to Consider in Meeting Requirements of this Guideline.—

(A)In General.—Each of the requirements set forth in this guideline shall be met by an organization; however, in determining what specific actions are necessary to meet those requirements, factors that shall be considered include: (i) applicable industry practice or the standards called for by any applicable governmental regulation; (ii) the size of the organization; and (iii) similar misconduct.

(B)Applicable Governmental Regulation and Industry Practice.—An organization’s failure to incorporate and follow applicable industry practice or the standards called for by any applicable governmental regulation weighs against a finding of an effective compliance and ethics program.

(C)The Size of the Organization.—

(i)In General.—The formality and scope of actions that an organization shall take to meet the requirements of this guideline, including the necessary features of the organization’s standards and procedures, depend on the size of the organization.

(ii)Large Organizations.—A large organization generally shall devote more formal operations and greater resources in meeting the requirements of this guideline than shall a small organization. As appropriate, a large organization should encourage small organizations (especially those that have, or seek to have, a business relationship with the large organization) to implement effective compliance and ethics programs.

(iii) Small Organizations.—In meeting the requirements of this guideline, small organizations shall demonstrate the same degree of commitment to ethical conduct and compliance with the law as large organizations. However, a small organization may meet the requirements of this guideline with less formality and fewer resources than would be expected of large organizations. In appropriate circumstances, reliance on existing resources and simple systems can demonstrate a degree of commitment that, for a large organization, would only be demonstrated through more formally planned and implemented systems.

Examples of the informality and use of fewer resources with which a small organization may meet the requirements of this guideline include the following: (I) the governing authority’s discharge of its responsibility for oversight of the compliance and ethics program by directly managing the organization’s compliance and ethics efforts; (II) training employees through informal staff meetings, and monitoring through regular "walk-arounds" or continuous observation while managing the organization; (III) using available personnel, rather than employing separate staff, to carry out the compliance and ethics program; and (IV) modeling its own compliance and ethics program on existing, well-regarded compliance and ethics programs and best practices of other similar organizations.

(D)Recurrence of Similar Misconduct.—Recurrence of similar misconduct creates doubt regarding whether the organization took reasonable steps to meet the requirements of this guideline. For purposes of this subparagraph, "similar misconduct" has the meaning given that term in the Commentary to §8A1.2 (Application Instructions – Organizations).

3.Application of Subsection (b)(2).—High-level personnel and substantial authority personnel of the organization shall be knowledgeable about the content and operation of the compliance and ethics program, shall perform their assigned duties consistent with the exercise of due diligence, and shall promote an organizational culture that encourages ethical conduct and a commitment to compliance with the law.

If the specific individual(s) assigned overall responsibility for the compliance and ethics program does not have day-to-day operational responsibility for the program, then the individual(s) with day-to-day operational responsibility for the program typically should, no less than annually, give the governing authority or an appropriate subgroup thereof information on the implementation and effectiveness of the compliance and ethics program.

4.Application of Subsection (b)(3).—

(A)Consistency with Other Law.—Nothing in subsection (b)(3) is intended to require conduct inconsistent with any Federal, State, or local law, including any law governing employment or hiring practices.

(B)Implementation.—In implementing subsection (b)(3), the organization shall hire and promote individuals so as to ensure that all individuals within the high-level personnel and substantial authority personnel of the organization will perform their assigned duties in a manner consistent with the exercise of due diligence and the promotion of an organizational culture that encourages ethical conduct and a commitment to compliance with the law under subsection (a). With respect to the hiring or promotion of such individuals, an organization shall consider the relatedness of the individual’s illegal activities and other misconduct (i.e., other conduct inconsistent with an effective compliance and ethics program) to the specific responsibilities the individual is anticipated to be assigned and other factors such as: (i) the recency of the individual’s illegal activities and other misconduct; and (ii) whether the individual has engaged in other such illegal activities and other such misconduct.

5.Application of Subsection (b)(6).—Adequate discipline of individuals responsible for an offense is a necessary component of enforcement; however, the form of discipline that will be appropriate will be case specific.

6.Application of Subsection (b)(7).—Subsection (b)(7) has two aspects.

First, the organization should respond appropriately to the criminal conduct.  The organization should take reasonable steps, as warranted under the circumstances, to remedy the harm resulting from the criminal conduct. These steps may include, where appropriate, providing restitution to identifiable victims, as well as other forms of remediation. Other reasonable steps to respond appropriately to the criminal conduct may include self-reporting and cooperation with authorities.

Second, the organization should act appropriately to prevent further similar criminal conduct, including assessing the compliance and ethics program and making modifications necessary to ensure the program is effective. The steps taken should be consistent with subsections (b)(5) and (c) and may include the use of an outside professional advisor to ensure adequate assessment and implementation of any modifications.

7.Application of Subsection (c).—To meet the requirements of subsection (c), an organization shall:

(A)Assess periodically the risk that criminal conduct will occur, including assessing the following:

(i)The nature and seriousness of such criminal conduct.

(ii)The likelihood that certain criminal conduct may occur because of the nature of the organization’s business. If, because of the nature of an organization’s business, there is a substantial risk that certain types of criminal conduct may occur, the organization shall take reasonable steps to prevent and detect that type of criminal conduct. For example, an organization that, due to the nature of its business, employs sales personnel who have flexibility to set prices shall establish standards and procedures designed to prevent and detect price-fixing. An organization that, due to the nature of its business, employs sales personnel who have flexibility to represent the material characteristics of a product shall establish standards and procedures designed to prevent and detect fraud.

(iii)The prior history of the organization. The prior history of an organization may indicate types of criminal conduct that it shall take actions to prevent and detect.

(B)Prioritize periodically, as appropriate, the actions taken pursuant to any requirement set forth in subsection (b), in order to focus on preventing and detecting the criminal conduct identified under subparagraph (A) of this note as most serious, and most likely, to occur.

(C)Modify, as appropriate, the actions taken pursuant to any requirement set forth in subsection (b) to reduce the risk of criminal conduct identified under subparagraph (A) of this note as most serious, and most likely, to occur.

Background. This section sets forth the requirements for an effective compliance and ethics program. This section responds to section 805(a)(2)(5) of the Sarbanes-Oxley Act of 2002, Public Law 107–204, which directed the Commission to review and amend, as appropriate, the guidelines and related policy statements to ensure that the guidelines that apply to organizations in this chapter "are sufficient to deter and punish organizational criminal misconduct."

The requirements set forth in this guideline are intended to achieve reasonable prevention and detection of criminal conduct for which the organization would be vicariously liable. The prior diligence of an organization in seeking to prevent and detect criminal conduct has a direct bearing on the appropriate penalties and probation terms for the organization if it is convicted and sentenced for a criminal offense.

Historical Note: Effective November 1, 2004 (see Appendix C, amendment 673). Amended effective November 1, 2010 (see Appendix C, amendment 744).