23 An explanation of the purpose intended to be served by a liquidator's laying his or her report (or "account") before a s 508 meeting was provided in Re Love (as liquidator of 007 368 257 Limited) [2003] NSWSC 58; (2003) 44 ACSR 367 at [11]:
"Implicit in any provision that a report or accounts or any other document be 'laid before' a meeting by a particular person are three clear expectations: first, that the person concerned will be in attendance at the meeting; second, that the document in question will be then and there in the possession of those present at the meeting or, at least, readily available to those of them who wish to have it; and third, that the content of the document and matters arising from it may be discussed by those present in the hearing of the person who has laid it before the meeting. Part of that process of discussion may be an opportunity for those present to direct questions to the person concerned, although probably without any implied obligation upon that person to answer any such questions. The requirement under the Companies (New South Wales) Code that accounts and a report and statement of directors be laid by directors before an annual general meeting was assumed by McLelland J in Re Direct Acceptance Corp Ltd (1987) 5 ACLC 1037 to entail an opportunity for those items to be considered at the meeting itself. Such an expectation is recognised, in the case of a company's annual general meeting, by s 250R(a) of the Corporations Act ."
24 In the context with which I am here concerned, therefore, the purpose of the relevant part of the meeting will be for Mr Weston, having made his report on the aspect of the winding up committed to him by the court, to hear discussion by creditors of the matters in the report. He may also receive questions from creditors about those matters but probably has no duty to answer any such questions (although it is obviously open to him to do so if he chooses).
25 The first event in the relevant part of the meeting will thus be Mr Weston's laying his report before the meeting. As his report has already been circulated, that will entail his taking some purely formal step such as placing a copy on the table before those present, at the same time referring to the fact that the report has previously been circulated and is accordingly in creditors' hands. The "laying before" process might also involve Mr Weston's making some supplementary remarks about his administration during the relevant year.
26 Such discussion as creditors desire will follow. The tabling of the report will be, in a practical sense (and if creditors so wish), the occasion for wide-ranging discussion of the activities of the special purpose liquidator. In the course of that, it will be necessary for the chairperson to call on speakers, to ensure that order is maintained and to deal with such procedural motions as may arise (for example, "that the speaker be no longer heard" or "that the motion be now put"). Any discretion there may be to decline to accept a particular procedural motion will rest with the chairperson. Given the background of mutual and robust criticism of the committee of inspection by the special purpose liquidator and of him by the committee, it is likely that there will be a particular need to ensure that speakers from both "camps" are fairly accommodated and that an even handed approach is taken to ensure that relevant views are expressed and the true will of the meeting is ascertained. This will be particularly so if, as has been foreshadowed, motions such as a motion of no confidence in Mr Weston and a motion for some form of reconstitution of the committee of inspection are entertained by the meeting.
27 The chairperson of a meeting must act impartially. It has been suggested that the duty of impartiality precludes a chairperson from moving a motion at the meeting. While, as the discussion in Re HIH Casualty & General Insurance Ltd [2006] NSWSC 485; (2006) 57 ACSR 791 at [22] indicates, that may be doubted as an abstract proposition, there are certainly other requirements at work in support of a general duty of impartiality. When deciding whether to demand a poll, a chairperson must act in a way calculated to ensure that the true will of the meeting is ascertained, rather than in pursuit of some personal desire or preference: Second Consolidated Trust Ltd v Ceylon Amalgamated Tea and Rubber Estates Ltd [1943] 2 All ER 567. A chairperson's power to adjourn the meeting must likewise be exercised not according to some personal preference or with a view to achieving some policy objective of another body, but so as to create a convenient forum in which the relevant constituency may consult together and exercise their voting rights in an orderly and constructive way: McKerlie v Drillsearch Energy Ltd [2009] NSWSC 488; (2009) 72 ACSR 288. The duty of impartiality is probably best viewed as a duty to facilitate the conduct of the meeting in such a way as to produce an expression of the true will of the participants, free from any distortion produced by the undoubted influence that can be exerted from the chair.
28 It was submitted on behalf of Mr Weston, on the basis of Re Ballan Pty Ltd (above), that he is not legally precluded from acting as chairperson just because a motion of no confidence and other motions critical of him may come before the meeting. The relevant motion in that case was a motion at a s 439E meeting that a new Part 5.3A administrator be appointed in place of the existing administrator. The existing administrator (Putnin) acted as chairperson throughout the meeting (which was not a meeting to which s 439B(1) applied, with the result that it was open to the administrator to nominate someone else to preside). The essence of the ex tempore decision of French J appears from the following passage (at 110):
"So far as the conduct of that first meeting is concerned, it is said that when it was proposed that Levi be appointed as the administrator in lieu of Putnin, Putnin should have stood down as chairperson and that his failure to do so was a procedural breach. Reference was made to the rules of natural justice and to those of the rules of natural justice which require that no-one should be a judge of his own cause or, in other words, and in more contemporary language, that require the substance and appearance of fairness and impartiality in circumstances where the holder of power is required to exercise those powers impartially. In this case, the regulations (Corporations Regulations 5.6.17(1)(c)), require that where the meeting is convened by an administrator for a company under administration, that person or a person nominated by that person must chair the meeting. So, options available under that regulation for Putnin at the time that this issue arose would seem to have been either that he continue to chair the meeting or that his nominee chair the meeting for the purposes of the motion, assuming that you can have somebody chair part of a meeting under the provisions of that regulation. And it seems to be, whatever the true position so far as that latter point is concerned, the regulation is inconsistent with the application of a rule of procedural fairness that when a motion as to his continuance as administrator is raised, the appointed administrator must vacate the chair. I think that is inconsistent with the requirements of the regulations. I don't think the position is enhanced by the appointment of a nominee in those circumstances."
29 The approach to be taken to a stipulation that a particular officeholder "must" (or "shall") preside at a meeting was discussed by the High Court in Dickason v Edwards [1910] HCA 7; (1910) 10 CLR 243. That case concerned a friendly society the rules of which said that a particular official (the District Chief Ranger) "shall preside at" certain meetings, including meetings of the "District Executive", a committee in the nature of a judicial tribunal constituted by the rules. Another rule (rule 29(c)) dealing with proceedings of the committee or tribunal required certain particulars to be given to "the District Chief Ranger or Chairman of the Committee" at the time of the meeting.
30 The District Chief Ranger brought a complaint against a member in respect of the member's conduct towards the District Chief Ranger himself. The complaint was determined by the tribunal, with the District Chief Ranger presiding throughout. An argument that he was compelled to act as chairperson was dealt with by Griffith CJ as follows (at 252)):
"Now as to the point that the District Chief Ranger must preside, I think that is negatived by two considerations. First of all, rule 29 (c) assumes that the chairman may be someone else than the District Chief Ranger; and, secondly, the ordinary rule of common sense which governs all matters of this sort must apply, namely, that if a body is composed of several persons and one of them is ill or for some other reason is absent, there is no reason why the other members of the body should not go on with the business and appoint a chairman pro hac vice. If he is not there the functions of the committee are not to cease. So that the District Chief Ranger is not bound to sit."
31 Having thus concluded that the District Chief Ranger, although the object of the "shall preside" rule, was "not bound to sit", the Chief Justice continued (also at 252):
"Then may he sit? I think it is clear that inasmuch as the District Chief Ranger is a member of both these committees, and is head of the District Executive, and as a charge may be brought by the District Executive against a member, it was not intended that he should be disqualified merely by the fact that he is formally a party to a charge brought against a member. But, if he is not merely a formal party but is in substance an individual complaining of an offence against himself, then I think very different considerations apply. Then it becomes his own cause, not in a technical sense, but substantially."
32 There must be, in other words, an evaluation of the substance of the matter to be addressed by the meeting and the course the meeting is likely to take in order to determine the course properly to be adopted by a person directed to preside. Re Ballan Pty Ltd (above) concerned the first meeting of creditors in a Part 5.3A administration. The question whether the administrator chosen in the first instance by the company's directors should continue or be replaced is a necessary part of the business of every such meeting. That routine question arises, moreover, very soon after commencement of the administration and before the initial appointee has done very much. The meeting is accordingly usually not the occasion for any real evaluation of the initial administrator's performance. That context is to be contrasted with one in which an appointee has been in office for a long time and complaints about performance have arisen and been aired in a way that has attracted publicity. In the latter case, much more than the former, the appointee is likely to be on the defensive and concerned to place his or her own case before the meeting.
33 It is instructive to review cases in which a concept of "independent chairman" has been recognised. In Hanlon v Brookes (1996) ATPR 41-523, Teague J had occasion to consider the affairs of a partnership in which dissension and disagreement among partners had emerged. His Honour referred to several measures that had been taken towards constructive resolution of the difficulties. One was described thus (at 42-697):
"The appointment of an independent chairman could be seen as a mechanism for increasing objectivity with a view to minimising the prospect that more subjective or emotional considerations like loyalty would be subjugated by partners to considerations such as economic rationalism when a vote had to be taken."
34 In Wilson v PLT Pipetech Pty Ltd (1988) 14 ACLR 697, Young J had before him an application for winding up in insolvency. He decided that it was appropriate to defer a decision pending an expression of the wishes of creditors at a meeting of creditors convened by direction of the court under the then equivalent of s 547 of the Corporations Act. His Honour then turned his attention to the form of the meeting. Among the orders made was an order that the meeting be chaired by a liquidator agreed on by the parties or, in default of agreement, a person nominated by the President of the Law Society. Young J directed that the notice of meeting contain a statement:
"There will be an independent chairman of the meeting."
35 In a later case about a meeting of creditors to consider a Part 5.1 scheme of arrangement, Young J observed that "meetings of this nature should have an independent chairman": see Re Norris Industries Pty Ltd (unreported, NSWSC, 23 March 1992). Although the report of Re CMPS&F Pty Ltd (1997) 24 ACSR 728 does not refer to it, an order appointing as chairman of Part 5.1 members' meetings a solicitor unconnected with the company and its members was made by Santow J in that instance.
36 The thinking reflected by these cases is that the particular meeting's purpose would be seen to be more effectively and more efficiently achieved if a person aloof from the issues at hand and able to bring dispassionate judgment and objectivity to bear played the administrative role that falls to a chairperson. Value was obviously attached to what has been termed in other contexts "the reality and the appearance of impartiality": Smits v Roach [2006] HCA 36; (2006) 227 CLR 423 at [101].