21 June 2018                                                                

CEPEJ-GT-MED(2018)4

EUROPEAN COMMISSION FOR THE EFFICIENCY OF JUSTICE (CEPEJ)

Working Group on mediation

(CEPEJ-GT-MED)

Working Group on mediation (CEPEJ-GT-MED)

Report of the 3rd meeting

Strasbourg, 24-25 May 2018

During this meeting, the CEPEJ-GT-MED:

- finalised and adopted the draft documents “Mediation Development Toolkit - Ensuring Implementation of CEPEJ Guidelines” (Document CEPEJ (2018)7 and the “Road Map of the CEPEJ-GT-MED” (CEPEJ (2018)8 that will be presented at the next CEPEJ Plenary meeting (27-29 June) with a view of their adoption;

-  decided to continue to develop additional measures and tools to ensure the effective application of existing guidelines and, more generally, to widen the use of mediation in Europe, partly in cooperation with observer institutions;

-discussed the possible setting up of a Council of Europe Convention on mediation and decided to put to the agenda of the next meeting of the CEPEJ-GT-MED with a view to presenting a proposal in this sense to the CEPEJ Plenary in a near future.

                                                        


Introduction

1.     The Working Group on Mediation (CEPEJ-GT-MED) of the European Commission for the Efficiency of Justice (CEPEJ) held its 3rd meeting following its reactivation in 2017, on 24 and 25 May 2018 in Strasbourg. It was chaired by Mr Rimantas Simaitis (Lithuania).

2.     The agenda and the list of participants are reproduced in Appendices I and II of this report, respectively.

I. Discussion and adoption of CEPEJ-GT-MED documents in view of CEPEJ plenary meeting

a)         Toolkit to complement the Guidelines

3.     At its first meeting on 23-24 May 2017, the CEPEJ-GT-MED decided to begin the development of a toolkit comprising various tools useful for all those involved in mediation across Europe (Member States, judges, court clerks, lawyers and private mediators, etc.) in order to increase and standardise the use of mediation practices in Europe. It was decided to launch a procedure of consultation of CEPEJ members on the already existing tools during the second meeting of the Working Group on 16-17 November 2017.

4.     The Secretariat launched the procedure of consultation in April/May 2018 and sent the relevant documents to CEPEJ members for possible comments before the next plenary meeting (27 – 29 June 2018) (i) on the relevance of the tools and (ii), where appropriate, on their content.

5.     Despite several reminders, only five replies were received by the Secretariat: two very appreciative replies without comments (France and Sweden) and three replies with comments (Portugal, Switzerland and Turkey).

6.     Most of the comments were taken into account to improve the document. Nevertheless, some  comments from the Member States were specific to their own particularities on mediation to be taken into account in the tools which are designed as a framework documents and should be adapted to national context when implemented.

7.      In response to the comment sent by the CEPEJ member on behalf of Switzerland, an introduction to the toolkit explaining the approach and methodology followed by the working group was added. Besides, it was decided to precise the title of the toolkit “Mediation Development Toolkit” with the following subtitle: “Ensuring Implementation of CEPEJ Guidelines on Mediation”.

8.      The CEPEJ-GT-MED then adopted the document and entrusted the Secretariat with the task of translating it before the CEPEJ next plenary meeting . In the meantime, members of the Working Group asked the Secretariat to contact each of the CEPEJ members who made comments on the toolkit in order to thank them for their interest in the work of the CEPEJ-GT-MED and inform them of the changes finally decided in the light of their comments.

9.     Work on the toolkit continued with the identification and development of additional tools scheduled for 2018 and/or 2019 (see Appendix III).

b)         Report on the impact of the guidelines

10.  The draft report, as revised by the Secretariat in cooperation with the scientific expert prior to the meeting, was adopted by the CEPEJ-GT-MED without further discussion. As decided during the second meeting of the Working Group, recommendations to Member States on how to develop the use of mediation, as well as a working plan for 2018-2019 were extracted from the report and presented in a draft new document, the “Road Map of the CEPEJ-GT-MED” to be presented with a view of its adoption during the next CEPEJ Plenary meeting.   

II. Possible drafting of a Council of Europe convention on mediation

11.  A preliminary exchange of views took place on the opportunity of proposing to the relevant Council of Europe Steering Committees the setting up a Council of Europe Convention on mediation (see document CEPEJ-GT-MED(2018)2).

12.  This proposal will be further discussed during the next meeting of the CEPEJ-GT-MED in November 2018 with a view to presenting it to the next CEPEJ Plenary meeting in December 2018.

 

III. Cooperation with other CEPEJ Working Groups

CEPEJ Evaluation Scheme – Mediation Part

13.  The CEPEJ-GT-MED continued the discussion started during its 1st meeting, on possible amendments to the part related to mediation in the CEPEJ Evaluation Scheme and its Explanatory Note.

 

14.  Data collected during the CEPEJ Evaluation exercise concerning mediation are not considered as reliable as data collected in other topics for different reasons : problems of definitions, low quality of quantitative data, absence of a unique national contact, diversity in the way of considering mediation by justice professionals, etc.

15.  The Working Group decided to propose some concrete amendments to improve the Scheme and the Explanatory Note  to the CEPEJ-GT-EVAL  for its next meeting in November 2018, during which the 2018-2020 Scheme and Explanatory Note will be adopted.

CEPEJ ad hoc Group on definitions

16.  The Secretariat informed members of the CEPEJ-GT-MED that an ad hoc Group working on harmonisation of definitions contained in all CEPEJ documents has been set up and that a member of the CEPEJ-GT-MED would be invited during its next meeting in September 2018 in Paris. CEPEJ definitions related to mediation are mostly contained in the Explanatory note of the CEPEJ evaluation scheme and therefore, this work is strongly linked to the work mentioned above with the CEPEJ-GT-EVAL. It was decided that Mr. Jeremy Tagg, would represent the CEPEJ-GT-MED in this ad hoc Group.

CEPEJ-GT-QUAL

17.  The Chair informed the other members that he was currently taking part in the development of the CEPEJ-GT-QUAL document on Artificial intelligence (the part related to alternative dispute resolution) and that the CEPEJ-GT-MED would be asked to comment this part before September 2018 by electronic means. Following this preliminary cooperation, a tool such as a Guidance to Members States in application of various IT tools (including artificial intelligence, Online Dispute Resolution (ODR), etc.) will be developed jointly between the two Working Groups in the course of 2019 (see Appendix III).

18.  Mrs Oleksandra Sytnyk, member of the CDCJ Secretariat, presented an on-going study in the field of ODR in which some information relating to the use of Alternative Dispute Resolution (ADR) in Europe was collected. This study would be examined at the CDCJ plenary in November and that it could be decided to develop guidance on how to use IT techniques in courts so there is no violation of article 6 of the European Convention on Human Rights.

IV.Participation of CEPEJ-GT-MED members in other fora

19.  18. Mrs Maria Oliveira represented the CEPEJ-GT-MED in a National Conference in Bulgaria in April 2018, which goal was to identify good practices and solutions in order to stimulate the development of mediation in Bulgaria. Mr Jean Mirimanoff took part in a conference organised by the Moroccan Ministry of Justice in Rabat in March 2018 on the "notion juridique de l'entreprise" in which he presented practical examples of civil and commercial mediation.


APPENDIX I: Agenda / Ordre du jour

1.         Opening of the meeting / Ouverture de la réunion

2.         Adoption of the agenda / Adoption de l’ordre du jour

3.         Information by the Secretariat / Information du Secrétariat

4.         Discussion and adoption of CEPEJ-GT-MED documents in view of CEPEJ plenary meeting / Discussion et adoption des documents du CEPEJ-GT-MED en vue de la prochaine réunion plénière de la CEPEJ

a)    Toolkit to complement the Guidelines / Boite à outils visant à compléter les Lignes Directrices

§  Presentation by the Secretariat of main comments and changes proposed by CEPEJ members / Présentation par le Secrétariat des principaux commentaires et changements proposés par les Membres de la CEPEJ

§  Current state of development of additional tools / Etat de développement d’outils additionnels

§  Remaining documents to draft in the future / Outils restants à développer

Working documents / Documents de Travail

Table “Development of the mediation toolkit” / Tableau “Développement de la boite à outils sur la médiation“

Appendix III - CEPEJ-GT-MED(2017)9

GT-MED toolkit / Boîte à outils GT-MED

CEPEJ-GT-MED(2017)7

Anglais seulement

b)    Report on the impact of the guidelines / Rapport sur l’impact des Lignes Directrices

 

Working documents/Documents de Travail

Report on the impact of the guidelines / Rapport sur l’impact des Lignes Directrices

CEPEJ-GT-MED(2017)8

Anglais seulement

Road Map of the CEPEJ-GT-MED / Feuille de route du CEPEJ-GT-MED

CEPEJ-GT-MED(2018)1

Anglais seulement

 5.        Possible drafting of a Council of Europe convention on mediation / Elaboration éventuelle d’une Convention du Conseil de l’Europe sur la médiation

Working document /Document de Travail

Note of the CEPEJ for the attention of the CDCJ on the opportunity of drafting

a Council of Europe Convention on mediation /

Note de la CEPEJ à l’attention du CDCJ sur l’opportunité d’élaborer

une Convention du Conseil de l’Europe sur la médiation

CEPEJ-GT-MED(2018)2

Anglais seulement

6.         Cooperation with other CEPEJ Working Groups / Coopération avec les autres groupes de travail de la CEPEJ

Working documents / Documents de Travail

GT-MED review on the GT-EVAL evaluation grid as regards mediation /

Mise à jour de la Grille d’évaluation concernant la médiation

CEPEJ-GT-MED(2017)6

Anglais seulement

Review of CEPEJ definitions related to mediation /

Mise à jour des définitions relatives à la médiation

CEPEJ-GT-MED(2018)3

7.         Future works and Working Plan / Activités futures et programme de travail

8.         Participation of CEPEJ-GT-MED members in other fora/ Participation des membres du CEPEJ-GT-MED dans d’autres forums

9.         Work of Member States, other institutions and/or observers concerning mediation / Travaux des Etats membres, autres institutions et/ou observateurs concernant la médiation

10.        Other business  / Questions diverses

Reference document / Document de référence

Report of the 2nd meeting of the CEPEJ Working group on Mediation  /

Rapport de la 2ème réunion du Groupe de travail de la CEPEJ sur la médiation

CEPEJ-GT-MED(2017)9


APPENDIX II : List of participants / Liste des participants

MEMBERS / MEMBRES

Violeta BELEGANTE, Conseillère juridique, Ministère de la Justice, ROUMANIE, e-mail: vbelegante@just.ro

Maria DA CONCEIÇAO OLIVEIRA, Lawyer and Mediator, PORTUGAL, e-mail: mco.med@mail.telepac.pt

Anna MAROVA, Lawyer and Mediator, CZECH REPUBLIC, e-mail: amara@attorney.cz

Jean MIRIMANOFF, Magistrat honoraire, Médiateur Assermenté, SUISSE, e-mail: mirimanoff@bluewin.ch

Rimantas SIMAITIS, Partner, Cobalt law firm, LITHUANIA, e-mail: rimantas.simaitis@cobalt.legal

Jeremy TAGG, Mediation consultant, UNITED KINGDOM, e-mail: jerry.tagg@btinternet.com

***

SCIENTIFIC EXPERT / EXPERT SCIENTIFIQUE

Leonardo D’URSO, Co-founder and Chief Executive Office, ADR Centre, ITALY

e-mail: leonardo.durso@adrcenter.com

***

OBSERVERS / OBSERVATEURS

Council of Bars and Law Societies of Europe - European lawyers promoting law and justice / Conseil des barreaux  européens - Les avocats européens pour le droit et la justice (CCBE), Simone CUOMO, Senior Legal Advisor, BELGIUM, e-mail: cuomo@ccbe.eu

Council of the Notariats of the European Union / Conseil des Notariats de l’Union Européenne (CNUE), Yves BEHETS WYDEMANS, Notaire, Médiateur, BELGIQUE, e-mail : y.behets@bwnot.be

European Union of Rechtspfleger and Court Clerks / Union Européenne des Greffiers de Justice (EUR), Vivien WHYTE, Président de l'EUR, FRANCE, e-mail : vivwhyte@yahoo.fr

International Union of Judicial Officers / Union Internationale des Huissiers de Justice et Officiers Judiciaires (UIHJ), Mathieu CHARDON, Huissier de justice, Secrétaire général de l’UIHJ, FRANCE, e‑mail: m.chardon@uihj.com

Apologised / Excusé

Erik KOTLARIK, Legal Assistant to the Secretary of State, Ministry of Justice, SLOVAK REPUBLIC,

e-mail :erik.kotlarik@justice.sk

Maria Evdokia LIAKOPOULOU, Doctorante en droit social, Université de Strasbourg, FRANCE, e-mail: evdokia_l@hotmail.com

Emeline LLAS, Chercheuse CNRS, FRANCE, e-mail: emyllr@yahoo.fr

Panagiota Eirini SIDERI, Judge, Athens Court of First Instance, GREECE, e-mail: pesideris@gmail.com

***

SECRETARIAT

DGI - Human Rights and Rule of Law, Division for the independence and efficiency of justice /

DGI - Droits de l’Homme et Etat de droit, Division pour l’indépendance et l’efficacité de la justice

E-mail: cepej@coe.int

Clémence BOUQUEMONT, Secretary of the CEPEJ-MED / Secrétaire du CEPEJ-MED,

Tel: +33 (0)3 90 21 60 83, e-mail: clemence.bouquemont@coe.int

Paul MEYER, Co-Secretary of the CEPEJ-MED / Co-Secrétaire du CEPEJ-MED,

Tel: +33 (0)3 90 21 55 22, e-mail: paul.meyer@coe.int

Yannick MENECEUR, Administrator / Administrateur, Tél. : 33 (0)3 90 21 53 59, e-mail: Yannick.meneceur@coe.int

Christel SCHURRER, Administrator, Secretary of the CEPEJ-GT-EVAL / Administratrice, Secrétaire du CEPEJ-GT-EVAL, Tél : +33 (0)3 90 21 56 97, e-mail: christel.schurrer@coe.int

Oleksandra SYTNYK, Programme Officer, Division for Legal Co-operation, Secretariat of the European Committee for Legal Co-operation (CDCJ), Tél : +33 (0)3 90 21 54 38, e-mail: oleksandra.sytnyk@coe.int

Anna KHROMOVA, Assistant / Assistante, Tel: +33 (0)3 88 41 21 68, Fax: +33 (0)3 90 21 50 33,

e-mail: anna.khromova@coe.int

***

Interpreters / Interprètes

Cynera JAFFREY

Isabelle MARCHINI


APPENDIX III : Development of the mediation toolkit

Tool

Reference/who is in charge  of developping the tool

Date

Completed

Ongoing

At a later stage

1. Standardised training curriculum

Handbook + Maria and Rimantas

Revision with IMI

A joint document circulated to WG early 2018 and to MS Spring 2018

Finalisation during 3rd meeting for adoption at CEPEJ plenary in June 2018

2. FAQ

Court manual + Jean + Jeremy

circulated to WG early 2018 and to MS Spring 2018

Finalisation during 3rd meeting for adoption at CEPEJ plenary in June 2018

3. Judicial referral to mediation (incl. indicators to judges and clerks on suitability of cases to mediation)

Court manual + Nina

circulated to WG early 2018 and to MS Spring 2018

Finalisation during 3rd meeting for adoption at CEPEJ plenary in June 2018

4. Guidance for lawyers (indicators for cases suitable, inclusion of clauses, information of clients on possibilities of mediation, mediation-friendly fees structure, etc.)

CCBE + Anna

A joint document was jointly elaborated before 3rd meeting for adoption by CEPEJ plenary in June 2018

5. Template on how to  evaluate mediation pilots + Issues to be addressed to set up mediation pilots

Jeremy/Nina

circulated to members of the WG in January 2018 for comments

circulated to MS during Spring 2018

Finalisation during 3rd meeting for adoption at CEPEJ plenary in June 2018

6. Guidance for MS to collect statistical data

Leonardo

Drafted by Scientific Expert by 15 September 2018

Discussion during November session

Possible testing afterwards

7. Guidelines / Recommendations to MS on how to develop efficient and sufficient Mediation Legal Framework, and to keep it up to date

(potential update to GL?)

Maria/Jeremy/Anna/Rimantas/Leonardo

Secretariat/MS

Collection of existing national laws and draft laws on mediation and related issues (settlement agreements, non-law materials, etc.) in French and English by Secretariat to be shared on October 18

Next working session Nov 18 we rediscuss how the document should be structured

Could be adopted by CEPEJ plenary in June 2019

8. Code of conduct for mediation centers

Leonardo/Rimantas

 mid September 18

Discussion during November session

9. Reference list to selected codes of conducts, ethics, etc.

+good practices, videos, tools, mediation laws in place (all to be put on the mediation page of CEPEJ)

Maria

Action Plan to be presented by mid September

Discussion during November session

10. Forms (first form and agreement form) (mediation clauses, agreements to mediate, and mediation settlement agreements)

Standard agreement form + Feedback form from parties which went through mediation process

Jeremy

to be presented by mid September

Discussion during November session

11. Awareness raising tools  for various stakeholders such as Strategy principles or analogist tools

-judges

-lawyers (if not included in 6)

-users

-other stakeholders

Jean

CCBE?

Scientific expert in marketing issues?

Give information about what is done in France and Belgium by November 18

Preliminary discussion during November session

Development in 2019

12. Guidance in application of various IT tools (including artificial intelligence, ODR..)

Rimantas + cooperation with GT QUAL

2019

following works with GT-QUAL

13.Guidelines on designing and monitoring mediators training schemes

Maria/Rimantas

IMI?

2019

14.Designing of training curriculum for lawyers, judges, prosecutors, social workers, police, public administration, notaries, bailiffs (group of tools)

Jean/Maria/Rimantas

Nina?

EAJ?

CCBE?

CNUE?

European Judicial Training Network (EJTN)

Others? GEMME?

Offer from Greek MoJ who could help design and pilot the tool

 

For Nov 2018 building links > approaching networks

Developement of the tools in 2019

15. Peer Mediation Checklist Guidelines – peer mediation projects in schools

Maria and Anna?

Jean can contact the Swiss federation of mediation to know more and collect about the practical experiences

Scientific expert in child education

2019

16.Inclusion of mediation (amicable dispute resolution) into high school curricula

Scientific expert in child education

2019