The Core Documents Issue
81 The applicants have brought a claim against a number of persons who were formerly directors of the responsible entity. In essence the case proposed against these directors is that they failed to do a number of things which they should have done and that if those things had been done the Fund would have avoided making a number of, what have transpired to be, somewhat infelicitous investments.
82 The question which now arises concerns the method by which the applicants propose to prove in a courtroom that the directors did not do these things. The sixth, seventh and ninth respondents had the primary carriage of this argument although the other directors joined in the mêlée. To give the flavour of the problem it is worthwhile setting out, as an example, one of the allegations against Mr Jackman SC's clients. Paragraph 334(a) is in the following terms:
83 Paragraph 334 is not accompanied by any particulars. However, it follows on the heels of an allegation against the responsible entity in paragraph 154 which is accompanied by particulars. I infer - as Mr Jackman SC did - that in the case of each allegation the particulars provided of the responsible entity's breach of duty are also to serve as particulars of the directors' breaches.
84 The particulars are as follows:
(i) the Applicants' solicitor has been provided by the present responsible entity of the Fund with the Core Documents referred to [in] the letter from the Applicants' solicitor to each of the Respondents dated 4 June 2010;
(ii) the Core Documents do not disclose that any information of that kind was provided to, reviewed or assessed by MFSIM's Investment Committee or the Investment Approval Committee, or alternatively MFSIM's board of directors, for the purposes of any of the MFS Living and Leisure Approvals and Transactions (as defined in paragraph 59 above).
(iii) it is to be inferred:
(1) from the range and nature of the Core Documents, and
(2) by reason of the categories of documents agreed to be provided by the present responsible entity of the Fund pursuant to its agreement dated 24 June 2009 and with the Applicants' solicitor, and
(3) by reason of the production of documents by the present responsible entity of the Fund pursuant to its agreement dated 24 June 209 with the Applicants' solicitor,
that the fact that the Core Documents do not disclose that such information was provided to, reviewed or assessed by MFSIM's Investment Committee or the Investment Approval Committee, or alternatively MFSIM's board of directors, means that such information was not provided to, reviewed or assessed by MFSIM's Investment Committee or the Investment Approval Committee, or alternatively MFSIM's board of directors, for the purposes referred to in sub-paragraph (ii) above;
85 The capacity of the Core Documents to sustain this inference depends on their nature. Mr Jackman SC submits that when full account is taken of that nature and of the manner in which they were garnered it is apparent that the inference has no prospects of ever being drawn. The applicants' primary submission in response focused on the purpose of particulars as being, in general, the facilitation to the opposing parties of a degree of procedural fairness in knowing the case they were required to meet.
86 That argument may be dispatched at the outset. None of the directors' complaints were of that kind. Their point was that the case thus particularised had no prospects of succeeding. It is not an answer to that argument to characterise it as a complaint about the adequacy of particulars and then successfully to overcome that (unadvanced) complaint.
87 The Core Documents were placed in evidence before me. It is necessary to say something of how they came into being. The former responsible entity vacated that office on 15 October 2008 when it was replaced by the present one, Wellington Capital Ltd. Perhaps unfortunately, the administration and control of the electronic data of the Fund and the former responsible entity were undertaken by Octaviar Administration Pty Ltd (in liquidation) and the parent of the former responsible entity then known as MFS Limited but now known as Octaviar Ltd (in liquidation) (collectively "Octaviar" in these reasons). Since 2008 the electronic and physical documents belonging to the Fund have been in the control of the external managers of those businesses. The external managers were at some stages administrators but now appear to be liquidators.
88 The situation, therefore, is that the present responsible entity does not have physical possession of the documents of the Fund. That state of affairs has created considerable inconvenience for the applicants in drawing their allegations. In an attempt to overcome those problems negotiations were entered into between the applicants' solicitors and the present responsible entity with a view to giving the former access to as much documentation in possession of the latter as was possible.
89 By 26 June 2009, the negotiations about the documents had fructified into an executed written agreement. The agreement was in these terms:
…
1. Wellington Capital Limited as responsible entity of the Premium Income Fund (formerly the MFS Premium Income Fund) (subject to its' obligations as responsible entity) will:
(a) for the purposes of section 177(1A)(b) of the Corporations Act 2001 (Cth), approve the use by the applicants in these proceedings (including their agents, legal representatives and parties who may provide litigation funding) of any information obtained from the register kept under Chapter 2C of the Corporations Act 2001 to contact or send information to existing or former unitholders about and concerning the proceedings; and
(b) permit, facilitate and co-operate in good faith to make available for examination by nominated representatives of the applicants during normal business hours, at least the following documents in the custody, possession or control of Wellington Capital Limited:
(i) the books and records of the fund evidencing or recording the related party transactions (within the meaning of part 5C.7 of the Corporations Act 2001) entered into by or on behalf of the fund ("the related party transactions") in the period from 1 January 2005 until 15 October 2008 ("the period");
(ii) the books and records of the fund evidencing or recording any deliberations and decisions concerning the entering into of each of the related party transactions during the period;
(iii) the books and records of the fund evidencing or recording compliance with the fund's Constitution in respect of each of the related party transactions during the period;
(iv) the books and records of the fund evidencing or recording compliance with the fund's Compliance Plan in respect of each of the related party transactions during the period; and
(v) the books and records of the fund evidencing or recording compliance with s 208(1) of the Corporations Act 2001 (as modified by s 601LC) in respect of each of the related party transactions during the period, and
(c) undertake not to commence, nor permit any of its related entities to commence, proceedings in any court in relation to or concerning the subject matter of these proceedings, for so long as these proceedings remain on foot.
2. In consideration for the matters referred to in paragraph 1 above, the applicants will forthwith discontinue these proceedings as against the third respondent (Wellington Investment Management Limited) with no order as to costs.
…
90 I will return in a moment to chart how this agreement was carried into effect and how eventually it came to an end. It is worthwhile noting at this juncture, however, the very large number of the documents which are involved. The firm which presently has custody of the documents is Deloitte Touche Tomatsu (Deloitte). Deloitte have indicated that the electronic records occupy 6 terabytes of data, which is, on any view, a very large quantity. It is not clear which documents are owned by Octaviar and which by the Fund. The solicitors acting for the external managers have expressed the view that in order to consider all of the documents so as to determine which were owned by the Fund and which by its former parent would take about 8 months and cost around $2 million.
91 Knowledge of these considerable obstacles, however, did but lie in the future when the present responsible entity sought to perform its side of the above agreement. This involved the present responsible entity approaching Octaviar to see what could be obtained. At the Octaviar end, the relevant persons involved were a Mr Harwood (one of the administrators of Octaviar) and an employee, Ms Bennett. At the responsible entity's end, the relevant person was Ms Snow.
92 After some initial wrangling of the usual kind, Ms Snow was eventually able to attend the offices of Octaviar to inspect some of the documents. This inspection had occurred as a result of requests by the present responsible entity to obtain access to the historical documentation of the Fund. The documents sought were extensive but may be summarised as being a set of historical documents dealing with related party transactions for the period 1 January 2005 to 9 June 2008.
93 Deloitte informed the present responsible entity that there was only one set of physical documents and that Ms Bennett had been assigned to retrieve them. The original request was not, in fact, limited only to physical documents but it is apparent that it was only physical documents that Deloitte were proposing to make available. On 10 July 2009, Ms Snow attended the offices of Octaviar. She was granted access to 16 boxes each of which contained a number of folders relating to investments of the Fund. Ms Snow read the files contained in the boxes and whenever a related party transaction was identified she had the documentation copied and brought back to the offices of the present responsible entity.
94 It is that material extracted by Ms Snow on her visit to Octaviar which now comprises the Core Documents in Exhibit 2. Pursuant to the agreement with the applicants' solicitors the Core Documents were handed over to them at a meeting held on 16 July 2009. The applicants, it might fairly be said, were underwhelmed at the five volumes presented to them. Contentious correspondence ensued. The difference between the parties concerned the issue of whether the present responsible entity, by reason of its right to compel its predecessor to disgorge the Fund's documents to it, was in possession, custody or control of those documents or whether, as it contended, it only had possession of the five volumes.
95 This debate - well-known to, if not well loved of, most litigators - took on increased importance because it was in return for the provision of such documents that the applicants had agreed to discontinue these proceedings against the present responsible entity (see clause 2 set out above). In the course of this debate the solicitor for the applicants, betraying an evident sense of frustration, described the provision of the five folders as "manifestly inadequate", words which have been used against him on this application. The present responsible entity demurred, contending that it had supplied the Fund's documents which were in its possession, custody or control. The applicants demanded the responsible entity obtain the documents from Deloitte and Deloitte, for its part, pointed to the $2 million it would cost to ascertain which documents belonged to the Fund. A stalemate had been reached. Thereafter, the present responsible entity applied to have the applicants' proceedings against it discontinued on the basis of the agreement, which application I refused: Mercedes Holdings Pty Ltd v Waters (No 1) (2010) 77 ACSR 265 (Mercedes (No 1)). The debate having fully run its course, all that now remains are the Core Documents themselves.
96 What can one infer from Ms Snow's five volume set? I accept as a fact that there are approximately 6,000 archive boxes of documents at a document repository on the Gold Coast. Mr Walker is an executive director of IMF (Australia) Limited which is the applicants' funder. He was present at the meeting with Ms Snow on 16 July 2009 at which the Core Documents were provided to the applicants. He swore an affidavit on the applicants' behalf in which he said that Ms Snow had said there were 6,000 archive boxes. I accept also that there are 6 terabytes of electronic material held by parties whose present inclination towards the applicants is not one of co-operation. There is no avoiding, in those circumstances, the proposition that the Core Documents are a very small sample of the universe of available documents.
97 For myself, I do not regard that as necessarily dispositive. It is a well known phenomenon in even the largest kinds of litigation that the documents which actually matter can be - and indeed usually are - very few in number. The fact that the Core Documents consist of only five volumes but that the pool of documents from which they have been distilled consisted of 16 boxes could simply mean Ms Snow's selection procedure was efficient. That conclusion is made difficult to draw, however, because there is no evidence before me explaining how the 16 boxes came to be or what their relationship with the 6,000 other boxes mentioned by Mr Walker might be. It may be that Ms Bennett could throw light on this issue. I have no doubt that Deloitte could do the same if they wished. In any event, the applicants simply have not demonstrated with any clarity what the Core Documents are.
98 Even if that were not so, Mr Walker's evidence confirms that there are serious problems about the documents which have been provided. Attached to his affidavit was an email from one of the applicants' counsel to Ms Snow dated 10 August 2009 which attached what its author termed a "revised list of categories of documents for inspection". These categories were as follows:
1. The Related Party Transactions Register of the Premium Income Fund ("the Fund") for the period from 1 July 2004 to 15 October 2008 ("the period")
2. The Investments Register of the Fund for the period.
3. The minutes of meetings of the Board of Directors of Wellington Investment Management Limited (formerly MFS Investment Management Limited) the responsible entity of the Fund for the period.
4. The minutes of meetings of the Conflicts and Related Party Investments Committee of the Fund for the period.
5. The minutes of meetings of the Investments Approval Committee of the Fund for the period, including all attachments (eg., submissions, memoranda).
6. The minutes of meetings of the Credit Committee of the Fund for the period.
7. The minutes of meetings of the Capital Approval Committee of the Fund for the period.
8. The minutes of meetings of the Compliance Committee of the Fund for the period.
9. The Compliance Certifications for the period.
10. The Compliance Committee Charter.
11. All approvals, consents, application forms, transaction documents (eg, terms and conditions of agreements, securities provided, variation to terms and conditions) and certificates concerning any loan or investment made by or on behalf of the Fund during the period.
12. All credit applications, credit assessments, approvals, valuations, financial and creditworthiness information, and securities offered or provided, in relation to any loan or investment made by the Fund during the period;
99 Importantly the email went on to say:
We do not yet have any documents in categories 2, 3, 6, 7, 8, 9, 10 and 12.
Insofar as the other categories are concerned, we only have the documents that you have previously provided.
100 Apart from the earlier provision of the member register, the evidence before me does not suggest that any further documents pertaining to categories 2, 3, 6, 7, 8, 9, 10 and 12 have thereafter been provided.
101 That email caused Ms Snow again to write to the solicitors for the liquidator of Octaviar requesting further documentation. This letter, which is dated 17 August 2009, shows, I think, the final documentary position. Ms Snow sought the following:
1. The Related Party Transactions Register of the Premium Income Fund for the period from 1 July 2004 to 15 October 2008 ('the period')
2. The Investments Register of the Fund for the period.
3. The minutes of meetings of the Board of Directors of Wellington Investment Management Limited (formerly MFS Investment Management Limited) the responsible entity of the Fund for the period
In this regard Wellington has recently been provided with 3 original folders containing board packs for the 2005 and 2006 calendar years. We are not however in possession of original minutes and board packs for the 2004 or 2007 calendar years.
4. The minutes of meetings and board packs of the Conflicts and Related Party Investments Committee of the Fund for the period.
5. The minutes of meetings of the Investments Approval Committee of the Fund for the period, including all attachments such as submissions.
In this regard, I have personally had limited access to some of the minutes for the Investments Approval Committee during a visit to the Octaviar offices at Southport on 10 July 2008 [sic]. A limited number of these minutes were copied, however permission was not granted to remove the original folders.
Wellington requests access to the folders for complete copying, or alternatively to be provided with possession of the documents so that they may remain in the possession and control of Wellington Investment Management Limited.
6. The minutes of meetings of the Credit Committee of the Fund for the period.
7. The minutes of meetings of the Capital Approval Committee of the Fund for the period.
8. The minutes of meetings of the Compliance Committee of the Fund for the period.
9. The Compliance Certifications for the period.
10. The Compliance Committee charter.
11. All approvals, consents, application forms, transaction documents (eg., terms and conditions of agreements, securities provided, variations to terms and conditions) and certificates concerning any loan or investment made by or on behalf of the Fund during the period.
12. All credit applications, credit assessments, approvals, valuations, financial and creditworthiness information, and securities offered or provided, in relation to any loan or investment made by the Fund during the period.
102 Apart from the provision of the member register there is no evidence suggesting that any of those documents were provided. Instead, Mr Walker's affidavit suggests, and I accept, that the present responsible entity indicated to the applicants from at least 28 August 2009 onwards that they had effectively hit insurmountable difficulties in obtaining any further documents from the liquidators who were going to "fight access every inch of the way".
103 It follows that the Core Documents do not contain any of the following:
the investments Register of the Fund for the period;
minutes of board meetings of the responsible entity for 2004 and 2007;
minutes of most of the investments approval committee meetings;
minutes of the credit committee meetings;
minutes of the capital approval committee meetings;
minutes of the compliance committee meetings;
the compliance certifications;
the compliance committee charter; or
credit applications, credit assessments, approvals, valuations, financial and creditworthiness information, and securities offered and provided, in relation to any loan or investment made by the Fund during the period.
104 These omissions render the Core Documents forensically useless. I do not think that it would be open to me as the eventual trial judge to infer that the members of the former responsible entity's board did not take particular steps in respect of any particular transactions, from a set of Core Documents which has had omitted from it board and credit committee meetings. If it were a jury trial I would not permit such a case to be put before the jury. The unavoidable truth is that the applicants simply have no idea what has happened within this Fund apart from a conviction that something went wrong.
105 Mr Martin SC submitted that the present responsible entity stated that it had complied with its obligations under the original document supply agreement and that accordingly, neither the applicants nor the respondents had reason to think that all the documents referred to in that agreement had not been supplied. The correspondence between Mr Martin SC's instructing solicitor and the present responsible entity, in which the former said the Core Documents were "manifestly inadequate", somewhat undermines this submission as does, I think, commonsense. This, however, is beside the point. The question is not who has complied and who has not. Rather, it is whether the constitution of the Core Documents is such that an inference could reasonably be drawn that the absence of any reference to something having been done in that collection of documents means that it was not. I do not think that there is any prospect that such an inference could be drawn.
106 If follows that Mr Jackman SC's submission should be accepted and that the amendments against the directors should not be permitted.