FACTUAL BACKGROUND
3 Aus Tin Mining is a publicly listed company on the Australian Securities Exchange (the ASX). Mr Karl Schlobohm is its company secretary. He is assisted in his role by his son, Mr Nicholas Schlobohm. Both filed affidavits in support of this application.
4 On 7 August 2020, 11 August 2020 and 21 August 2020 fully paid shares were issued in Aus Tin Mining pursuant to two agreements:
(a) A convertible security funding agreement between Aus Tin Mining and The Australian Special Opportunity Fund, LP (Lind and the Lind Facility respectively); and
(b) A convertible notes trust deed between Aus Tin Mining and Centec Securities Pty Ltd, in respect of which Bizzell Capital Partners Pty Ltd were appointed as lead manager for the placement of up to $500,000 worth of convertible notes (BCP and the BCP Facility respectively).
5 Aus Tin Mining failed to lodge valid cleansing notices with respect to each of the issues mentioned in [4] above.
6 Mr Nicholas Schlobohm described the factual background to the non-compliance as follows:
21. During August and September 2020, I was directed by my father to prepare announcements and compliance documents for lodgement with the ASX for the following issues of shares by [Aus Tin Mining]:
(a) issue of 55,555,556 fully paid ordinary shares on 6 August 2020;
(b) issue of 51,111,111 fully paid ordinary shares on 7 August 2020;
(c) issue of 60,000,000 fully paid ordinary shares on 11 August 2020;
(d) issue of 55,555,556 fully paid ordinary shares on 21 August 2020; and
(e) issue of 111,111,111 fully paid ordinary shares on 2 September 2020.
…
23. Whilst I did prepare and lodge the Appendix 2A announcement and Form 484 documentation for each of the share issues by [Aus Tin Mining] listed in paragraphs 21(a) to [sic - and] 21(e) above … I inadvertently did not lodge a cleansing notice for the issue of shares by [Aus Tin Mining] listed in paragraphs 21(b) to 21(d) above.
24. On 8 September 2020 I received an email from my father which forwarded an email that he had received from Danielle Polemeni-Hegarty of Lind ... It was implicit as part of my role as Secretarial Assistant that when I received an email relating to the lodgement of compliance documentation from my father that I was to attend to the lodgement of that compliance documentation and confirm with my father when I had done so.
25. Following my receipt of that email, I began preparing a cleansing notice in relation to the shares issued by [Aus Tin Mining] on 2 September 2020. It was at this time that I realised that I had not lodged cleansing notices for the shares issued by [Aus Tin Mining] on 7, 11 and 21 August 2020.
26. I included the issue of shares by [Aus Tin Mining] on 7, 11 and 21 August 2020 in the cleansing notice lodged with the ASX on 8 September 2020 as I believed the inclusion of those share issues by [Aus Tin Mining] in that cleansing notice would ensure [Aus Tin Mining] was compliant with its obligation to lodge cleansing notices following the issue of shares.
27. It did not occur to me on 8 September 2020 that that date was approximately 32 days after 7 August 2020. At that time, it occurred to me that a cleansing notice had not been lodged for the issue of shares by [Aus Tin Mining] on 7, 11 and 21 August 2020 and that that was something that usually was done close to the date of issue. The fact that lodgement of a cleansing notice is usually done close to the date of issue of shares and such lodgement had not occurred in accordance with the usual practice caused me stress and I was focused on getting the cleansing notice lodged with the ASX.
28. I did not speak to anyone about the fact that cleansing notices had not been lodged for the issue of shares by [Aus Tin Mining] on 7, 11 and 21 August 2020 as I believed that including those share issues in the cleansing notice lodged on 8 September 2020 was sufficient to meet [Aus Tin Mining's] obligations.
29. I am aware that cleansing notices are issued under section 708A of the Corporations Act 2001 (Cth) as the section is mentioned in the cleansing notice itself. However, it did not occur to me to read that section to see if it mentioned any timeframe for lodgement as I was using a previous cleansing notice lodged by [Aus Tin Mining] as a template … and because I had assumed it would be 28 days as mentioned in paragraph 20 above.
30. It also did not occur to me that there could be serious or significant consequences for lodging the cleansing notice late.
(Errors in original)
7 The uncleansed shares were traded on most days between 7 August 2020 and 18 September 2020 when Aus Tin Mining entered a trading halt on the ASX, including one day where over 50,000,000 shares were traded.
8 In his affidavit, Mr Karl Schlobohm described the circumstances in which he became aware of the non-compliance with the disclosure provisions as mentioned above and the immediate steps he took to address it:
47. At approximately 10:25 PM on 7 September 2020 I received an email from Lind noting that no Cleansing Notice appeared to have being lodged in respect of the 2 September Issue, and querying whether a Cleansing Notice would be lodged …
48. At 7:05 AM on 8 August 2020, I forwarded that email to Nicholas [Schlobohm] with a view to him preparing a Cleansing Notice in respect of the 2 September Issue …
49. At 10:57 AM on 8 September 2020, I received a reply from Nicholas [Schlobohm] saying "Ok, done." …
50. I have inspected the records of [Aus Tin Mining] and a Cleansing Notice in respect of each of the 7 August Issue, the 11 August Issue, the 21 August Issue and 2 September Issue was uploaded to MAP on 8 September 2020 …
51. Due to my involvement with a range of other matters as referred to in paragraph 63 below, I did not review that Cleansing Notice either before or after it had been lodged. Accordingly, I was unaware that the Cleansing Notice also purported to "cleanse" each of the 7 August Issue, the 11 August Issue and the 21 August Issue (the Uncleansed Share Issues). I did not investigate these matters further as Nicholas [Schlobohm] had previously prepared and lodged Cleansing Notices for me before without error or incident and I assumed that Cleansing Notices had previously been lodged for the Uncleansed Share Issues.
52. On 17 September 2020, I received a message to call [Aus Tin Mining's] ASX listing manager, James Fisher.
53. I called James back the same day with the phone on speaker and with Nicholas [Schlobohm] in the room, as he was working at the same location was me that day. During that conversation:
(a) James advised that he was a new adviser who had been assigned to [Aus Tin Mining] and said words to the effect that:
i. he was calling in relation to the Cleansing Notice lodged on 8 September 2020;
ii. the Cleansing Notice referred to the 7 August Issue, the 11 August Issue and the 21 August Issue as well as the 2 September Issue;
iii. he wanted to know whether that was [Aus Tin Mining's] standard practice.
This was the first time that I realised that there had been an oversight with respect to the lodging of the Cleansing Notices in respect of the Uncleansed Share Issues.
(b) I looked at Nicholas [Schlobohm], as I was not familiar with what James was referring to. Nicholas [Schlobohm] whispered to me that this was lodged in order to catch up on the Cleansing Notices required for the Uncleansed Share Issues;
(c) I passed that information on to James and confirmed that:
i. this was not [Aus Tin Mining's] standard practice; and
ii. it would not be repeated in this fashion.
54. Later that day, I missed another call from James.
55. I once again called James back with the phone on speaker with Nicholas [Schlobohm] in the room. During that conversation:
(a) James said words to the effect that:
i. [Aus Tin Mining] was technically in breach of the Corporations Act because the Cleansing Notice lodged on 8 September was out of time in respect of the Uncleansed Share Issues;
ii. this was not an uncommon occurrence, particularly in recent times, and that it had happened recently to a company called Locality Planning Energy Holdings Limited (LPE) and it should be able to be fixed within a week;
iii. LPE had applied to the Federal Court for orders under section 1322 of the Corporations Act and the Federal Court in Brisbane had made orders within about the last week;
iv. [Aus Tin Mining] would need to enter suspension voluntarily, or the ASX would take steps to suspend [Aus Tin Mining];
v. if [Aus Tin Mining] was able to get Court orders rectifying the late lodgement within 10 days, the Current Entitlement Offer would be able to proceed;
(b) I said that I would have to look into exactly what had happened, confirm who the ANW Shares were issued to, whether they were still retained, and revert back to him about [Aus Tin Mining's] proposed course of action, which would likely be to follow the example of LPE which he had pointed out and had encouraged [Aus Tin Mining] to follow.
56. Immediately following that telephone conversation I attempted to call Peter Burge [Aus Tin Mining's] in-house counsel several times. He returned my call about half an hour later. After a brief discussion with him about my calls with the ASX, I commenced drafting an email briefing [Aus Tin Mining's] Board and BCP as to the matter …
57. Early on the morning of 18 September 2020 I again spoke to James Fisher from the ASX. I advised that instead of voluntarily suspending trading, [Aus Tin Mining] would instead seek a two day trading halt from the commencement of trading on 18 September 2020, with a view to then seeking a voluntary suspension of trading of [Aus Tin Mining's] securities until this application had been heard and dealt with by the Court. James said that he was ok with that approach, but recommended that [Aus Tin Mining] issue an announcement to the ASX following the trading halt regarding the delayed lodgement of the Cleansing Notices (again James cited the LPE example).
58. After that conversation, I lodged a request for a trading halt on MAP before trading commenced on 18 September … In accordance with that request, [Aus Tin Mining] went into a two day trading halt from the commencement of trading on 18 September 2020.
59. Shortly after announcing the trading halt, and in accordance with the suggestion of James Fisher, [Aus Tin Mining] issued an announcement to the ASX regarding the delayed lodgement of the Cleansing Notices for the Uncleansed Share Issues …
…
(Errors and emphasis in original)
9 Aus Tin Mining then entered a voluntary trading suspension on 22 September 2020.
10 Mr Karl Schlobohm concluded his affidavit by taking responsibility for the failure and the steps he intended to implement to avoid its reoccurrence as follows:
95. I deeply regret that this error occurred. It was entirely my responsibility and my fault that the Cleansing Notices were not lodged on time. This was a failure of my supervision of the tasks Nicholas [Schlobohm] was undertaking.
96. After having examined the causes of the error, I intend to implement the following actions to [Aus Tin Mining] to ensure that this does not occur again:
(a) I am currently working on and/or supporting initiatives to reduce the number of companies for which I have "front-line" company secretarial responsibility;
(b) I will consider the recruitment of another more experienced assistant company secretary/co-company secretary, should my commitments not be adequately reduced in the short term;
(c) I will ensure the habitual use of written checklists for all matters associated with share issues, specifically including the requirements and timeframes for the preparation and lodgement of Cleansing Notices;
(d) I will ensure that, as appropriate, the internal registers that are currently maintained by [Aus Tin Mining] for share issues and ASIC compliance contains an additional column noting the date of lodgement of a Cleansing Notice;
(e) I will personally review all of the compliance paperwork associated with the issue of securities and related matters from this point forward.
11 Both the Australian Securities and Investments Commission (ASIC) and the ASX were notified of Aus Tin Mining's application and both indicated through Aus Tin Mining's lawyer that it did not wish to appear at the hearing of the application. The ASX neither consented to, nor opposed, the application. ASIC neither consented to, nor opposed, the application on the proviso that the relief sought under proposed orders 1(d), 2(d) and 3(d) would not relieve Aus Tin Mining, its directors, officers or agents from liability under the Act. Further, the BCP and Lind noteholders were informed of the application and indicated they supported it. The BCP noteholders waived their rights, but Lind reserved its rights under the Lind Facility regarding the default.