BRACEWELL
PATTERSON L.L.P
ATTORNEYS AT LAW
2000 K Street NW Suite 500
Washington, D.C. 20006-1872
Phone: 202.828.5800
Fax: 202.223.1225
September 29, 2003
Town of Harpswell
P.O. Box 39
Harpswell, Maine 04079
Attention: Kristi K. Eiane Town Administrator
Re: Engagement of Bracewell & Patterson, L.L.P.
Ladies and Gentlemen:
Thank you for engaging Bracewell & Patterson, L.L.P. to represent the
Town of Harpswell (the "Town") as set forth in this letter. We appreciate
the confidence you have shown in us and we look forward to the opportunity
to work with the Town's representatives on behalf of the Town.
It is our practice to specify our engagement arrangements with our
clients and that is the purpose of this letter and the attached Terms of
Engagement. If you have any questions about this letter, the Terms of
Engagement, or any aspect of the engagement or representation at any time,
please contact me.
We have agreed that Bracewell & Patterson, L.L.P. will represent the
Town in connection with the LNG terminal facility ground lease and other
transactional and regulatory matters described and contemplated in the
Memorandum of Offer for the Lease and Re-Use of the Former US Navy Fuel
Depot in Harpswell, Maine dated September 17, 2003 by a venture (the
"Venture"), the members of which are ConocoPhillips Company and
TransCanada Pipelines Limited, to the Town, and such other matters that we
agree to discharge upon your request from time to time (collectively, the
"Project").
We have been engaged to represent the Town only. As such, we will not
be representing any individual Selectmen, employees or other
representatives of the Town or its agencies or subparts. In the event we
are asked to undertake representation of any such individual,
Town of Harpswell September 29, 2003 Page 2
agency or subpart, we will do so only after obtaining your approval and
a written engagement letter.
We understand that our point of contact for the purposes of this
representation will be the Town's Board of Selectmen, and that we should
direct all correspondence to Kristi K. Eiane, Town Administrator, until
advised to the contrary.
The firm will treat all information received during this engagement as
confidential. In addition to the normal protections afforded to firm
clients, the firm will maintain all confidential documents received or
generated during the engagement in a secure location. Further, the firm
attorneys and staff who work on this representation will be instructed not
to discuss the details of the representation with any other firm
personnel.
You should be aware that the firm is currently
engaged by Shell on various matters involving LNG shipment,
regasification, storage and natural gas transportation. At this time we
do not believe that the firm's representation of Shell presents a
conflict of interest with the representation of the Town pursuant to
this engagement. That is, it does not appear that the Project is
specifically, factually and substantially related to any matter that we
have handled or are handling for Shell or that the firm has any relevant
client information (other than from the Town) that would relate to the
Project. If circumstances change so that our representation of the Town
appears to present a potential conflict of interest with the interests
of Shell or of other clients of the firm, we will evaluate and address
the conflicts at that time.
It is possible that during or after this representation. Bracewell &
Patterson. L.L.P. may represent clients, including without limitation
Shell. that are adverse to the Town. We all agree that our representation
of the Town will not disqualify or in any way limit this firm in
representing clients adverse to the Town, unless the subject matter of
such representation is specifically, factually and substantially related
to our representation of the Town. This agreement will apply to any
actions that might be taken in representing our clients in such unrelated
matters. Further, in the event that Shell desires to become or becomes a
shipper or capacity holder in the Harpswell LNG terminal, the Town agrees
that the firm may represent Shell and agrees that the Town will not seek
to disqualify the firm from representing Shell.
I will be the principal partner at Bracewell & Patterson, L.L.P. who
will work on and supervise our discharge of matters for the Town under
this engagement. Other attorneys, consultants and legal assistants
employed by the firm may participate in the representation from time to
time as necessary. We look forward to an active, collaborative working
relationship with the Town, and we will, of course, keep you
Town of Harpswell September 29, 2003 Page 3
informed of significant events in the progress of the matters
discharged hereunder and respond to your questions.
We generally charge for our services based upon the time devoted to the
matter and the hourly rates of the lawyers, consultants and legal
assistants that work on the representation. We review our billing rates
periodically and generally revise them annually. If you ever have billing
questions by all means give me a call.
The attached Terms of Engagement call for our billing the Town, as our
client, directly for our fees and other charges. At your request we will
submit copies or summaries of our invoices for services rendered to the
Town Curtis Thaxter Stevens Broder & Micoleau, LLC, legal counsel to the
Venture, for payment by the Venture or its counsel in accordance with the
Town's agreement with the Venture and its counsel. Neither the submission
of copies or summaries of our invoices as described above, nor the
unavailability of funds for the payment thereof by the Venture or its
counsel, will in any way relieve the Town from its primary responsibility
for payment of our invoices in the time and manner described in the Terms
of Engagement, or the consequences of our failure to receive payment in
such time and manner described.
Please let me know if you would like to discuss any
aspect of this engagement or the attached Terms of Engagement. If this
letter and the Terms of Engagement accurately reflect our agreement,
please sign and date the enclosed copy of this letter and return it to
Me.
Thank you again for the opportunity to represent the
Town, and we look forward to developing our relationship with you and
providing the Town with legal services of the highest quality.
Very truly yours,
Bracewell & Patterson, L.L.P.
George H (Greg) Williams
GI-IW/ga
Enclosure
BRACEWELL & PATTERSON, L.L.P.
TERMS OF ENGAGEMENT
These are the Terms of Engagement referred to in our engagement letter.
Because they are an integral part of our agreement to provide legal
services, we ask that you review this document carefully and retain it for
your files. If you have any questions after reading it, please contact us
promptly.
Staffing The Project
In most cases, one attorney will be your principal contact. From time
to time, that attorney may delegate parts of your work to other lawyers or
to legal assistants or nonlegal professionals in the firm. For example, we
do this in order to involve those with special knowledge or experience in
an area and to provide service to you in a timely and efficient manner.
The Scope of the Representation
As lawyers, we undertake to provide representation and advice on the
legal matters for which we are engaged, and it is important that we both
have a clear understanding of the legal services that the firm has agreed
to provide. In our engagement letter with you, we specify generally the
scope of the services we will provide. If there are any questions about
the terms of engagement, including the scope of the representation that we
are to provide on the matters subject to this engagement, please raise
those questions promptly with your principal contact at the firm.
We cannot guarantee the outcome of any matter. Any expression of our
professional judgment regarding your matters or the potential outcome is,
of course, limited by our knowledge of the facts and based on the law at
the time of expression. It is also subject to any unknown or uncertain
factors or conditions beyond our control.
Our Relationships With Others
Our law firm represents many companies and individuals. In some
instances, the applicable rules of professional conduct may limit our
ability to represent clients with conflicting or potentially conflicting
interests. Those rules of conduct often allow us to exercise our
independent judgment in determining whether our relationship with one
client prevents us from representing another. In other situations, we may
be permitted to represent a client only if the other clients consent to
that representation.
If a controversy unrelated to the subject matter of the representation
develops between you and any other client of the firm, we will follow the
applicable rules of professional responsibility to determine whether we
may represent either you or the other client in the unrelated controversy.
In making this determination, we will consider your agreement to the
Conflicts of Interest provisions in these Terms of Engagement.
In addition to our representation of other companies and individuals,
we also regularly represent lawyers and law firms. As a result, opposing
counsel in the matter may be a lawyer or law firm that we may represent
now or in the future. Likewise, opposing counsel in the matter may
represent our firm now or in the future. Further, we have professional and
personal relationships with many other attorneys, often because of our
participation in bar associations and other professional organizations. We
believe that these relationships with other attorneys do not adversely
affect our ability to represent any client and, in some circumstances, may
enhance our representation. Your acceptance of our engagement letter means
you consent to any such relationships between our firm and other lawyers
or law firms, even counsel who is representing a party that is adverse to
you in the matter that is the subject of this engagement or in some other
matter.
Conflicts of Interest
Increasingly, conflict of interest is a concern for lawyers and their
clients today. We attempt to identify actual and potential conflicts at
the outset of any engagement, and may request that you sign a conflict
waiver before we accept an engagement from you. Occasionally, other
clients or prospective clients may ask us to seek a conflict waiver from
you so that we can accept an engagement on their behalf. Please do not
take such a request to mean that we will represent you less zealously; we
make such requests because we take our professional responsibilities to
all clients and prospective clients very seriously.
Unfortunately, conflicts sometimes arise or become apparent after work
begins on an engagement. When that happens, we will do our best to address
and resolve the situation in the manner that best serves the interests of
all of our affected clients.
Because we are a large firm, we may be asked to represent someone whose
interests may be adverse to yours. We are accepting this engagement on the
understanding that our representation of you will not preclude us from
accepting any other engagement from any existing or new client, including
litigation adverse to you, provided that (i) such engagement is not
substantially related to the subject matter of any services we are
providing to you and (ii) in accepting such other engagement we would not
impair the confidentiality of proprietary, sensitive or otherwise
confidential information you have provided to us.
Rules concerning conflicts of interest vary with the jurisdiction. In
order to avoid any uncertainty, our policy is that the Texas Disciplinary
Rules of Professional Conduct will be applicable to the representation.
Your acceptance of our engagement letter means you agree with that policy,
unless the engagement letter specifically states that some other rules of
professional responsibility will govern our attorney-client relationship.
How We Set Our Fees
The basis for determining our fee for legal services is set forth in
the engagement letter itself. If you are unclear about the basis for
determining your fee, please raise any questions you may have with your
principal contact at the firm.
Clients frequently ask us to estimate the fees and other charges they
are likely to incur in connection with a particular matter. We are pleased
to respond to such requests, whenever possible, with an estimate based on
our professional judgment. This estimate always carries the understanding
that, unless we agree otherwise in writing, it does not represent a
maximum, minimum, or fixed-fee quotation.r The ultimate cost
frequently is more or less than the amount estimated.
Charges For Other Expenses And Services
As an adjunct to providing legal services, we may incur and pay a
variety of charges on your behalf or charge for certain ancillary support
services. Whenever we incur such charges on your behalf or charge for such
ancillary support services, we will bill them to you as part of your
monthly invoice. Accordingly, our invoices usually will include amounts,
not only for legal services rendered, but also for other expenses and
services. Examples include charges for photocopying, postage, facsimiles,
long-distance telephone calls, travel and conference expenses, delivery
charges, computerized research, and facsimile and other electronic
transmissions. Outside expenses will generally be billed at cost, while
some in-house expenses (e.g., copying, telecopying, computer services and
in-house research) will include a reasonable allocation of overhead. In
appropriate cases, reimbursable expenses will also include overtime
charges for secretaries and other staff.
You may authorize us to retain third-parties, such as consultants,
experts and investigators, as may be necessary to the representation.
Although we advance third-party disbursements in reasonable amounts, we
will ask you to pay larger third-party invoices (usually those over $200)
directly to the third party providing the services. Because we often have
ongoing professional relationships with the persons who render such
services, we also ask that you pay such bills promptly and send us notice
of your payment.
We generally make and retain copies of all documents generated or
received by us in the course of your representation. Should you request
documents from us at the conclusion of our representation (other than your
original documents), you agree that we may generate copies for our files
at your expense, including both the reproduction charges and professional
fees for time expended in reviewing files to be returned to you.
Billing Arrangements and Terms of Payment
We will bill you on a regular basis, normally each month, for both fees
and other charges. You agree to make payment within 30 days of the date of
our invoice.
Should your account become delinquent and satisfactory payment terms
are not arranged, as permitted under the rules regulating our profession
we will be required to withdraw from the representation. In most cases,
and except as prohibited by ethical considerations, if your account
becomes more than 60 days delinquent, we will cease representation until
we can arrive at a mutually satisfactory arrangement for payment of the
delinquent account and the resumption of services.
If the representation will require a concentrated period of activity,
such as a trial, arbitration, or hearing, we reserve the right to require
the payment of all amounts then owing to us and the prepayment to us of
the fees and expenses we estimate will be incurred in preparing for and
completing the trial, arbitration, or hearing, as well as arbitration fees
likely to be assessed. If you fail to timely pay any additional deposit
requested, we will have the right to cease performing further work and the
right to withdraw from the representation.
Payment of our fees and costs is not contingent on the ultimate outcome
of our representation.
We look to you, the client, for payment regardless of whether you are
insured to cover the particular risk. From time-to-time, we assist clients
in pursuing third-parties for recovery of attorneys' fees and other
charges resulting from our services. These situations include payments
under contracts, statutes or insurance policies. However, it remains your
obligation to pay all amounts due to us within 30 days of the date of our
statement.
Termination
We look forward to the opportunity to complete our representation of
you in the matters you specify. You may, however, terminate our
representation or this engagement at any time, with or without cause, by
notifying us in writing. We will return your papers and other property to
you promptly upon receipt of your request for those materials unless they
are appropriately subject to a lien. You agree that we will own and retain
our own files pertaining to any matter or case, including, for example,
firm administrative records, time and expense reports, personnel and
staffing materials, credit and accounting records, and internal lawyer's
work product such as drafts, notes, internal memoranda, and legal and
factual research including investigative reports, prepared by or for the
internal use of lawyers.
The termination of our services will not affect your responsibility for
payment of legal services rendered and other charges incurred before
termination and in connection with an orderly transition of the matter.
Document Retention
At the conclusion of the engagement, we generally return to the client
the client's original documents and any other documents that are
specifically requested to be returned. As to any original documents so
returned, we may elect to keep, at our expense, a copy of the documents in
our stored files. Should you request other documents from us at the
conclusion of our representation of you, you agree that we may generate
copies for our files at your expense, including both the reproduction
charges and professional fees for time expended in reviewing files to be
returned to you.
At the close of any matter, we usually send the pertinent parts of our
files in that matter to a storage facility for storage at our expense.
However, we do not store voluminous papers at our expense. The attorney
closing the file will determine what part of the file is sent to storage
and how long we will maintain the files in storage. Documents we choose
not to store will be returned to you or destroyed.
Disclaimer
By signing the engagement letter or otherwise indicating your
acceptance of the engagement letter and these Terms of Engagement, you
acknowledge that Bracewell & Patterson, L.L.P. has made no promises or
guarantees to you about the outcome of the representation, and nothing in
these Terms of Engagement shall be construed as such a promise or
guarantee. Either at the commencement or during the course of the
representation, we may express opinions or beliefs about matters or
various courses of action and the results that might be anticipated. Any
expressions on our part concerning the outcome of any matter, or any other
legal issues, are based on our professional judgment and are not
guarantees.
Our Professional Responsibility
The code of professional responsibility to which we are subject lists
several types of conduct or circumstances that require or allow us to
withdraw from representing a client. These include, for example,
nonpayment of fees or charges, misrepresentation or failure to disclose
material facts, action contrary to our advice, and conflict of interest
with another client.
We try to identify in advance and discuss with our clients any
situation that may lead to our withdrawal. If withdrawal ever becomes
necessary, we give our client written notice as soon as practicable.
Modification Of Our Agreement
The engagement letter and these Terms of Engagement reflect our entire
agreement on the terms of this engagement. These written terms of
engagement are not subject to any oral agreements or understandings, and
any change in those terms can only be made in writing signed by both
Bracewell & Patterson, L.L.P., and you.
In Conclusion
We look forward to a long and mutually satisfying relationship with
you. Again, if at any time you have a question or concern, please feel
free to bring it to the attention of your principal contact at our firm.
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