Meeting on 21 November 2008
17When it is recognised that Model Rule 3 governed the admission of members on 21 November 2008, it becomes obvious that the claim that 183 new members were admitted on that date must fail. It is also apparent why the plaintiff's counsel was driven to adopt a broad approach to the construction of Section 19(3). He accepted that if it applied, Model Rule 3 required a nomination for membership to be submitted to the Executive Council and that the Executive Council was required to make a decision whether to approve or reject that nomination. He relied however on Clause 4 of the Association's rules which, he said "doesn't require the committee to approve or reject, it gives the committee a veto power".
18The plaintiffs' position was that the model rules did not apply and that Clause 4 of the Association's rules did not require the Executive Council to approve individual candidates. That position was encapsulated in the following submission:
[the defendants'] submissions are predicated upon the requirement of the executive council to have made a decision to approve the applicants. That not being a requirement, the proper question is did the executive council in respect of any application veto those applications. That's the question. So I don't need to prove a resolution or a decision to approve any one member. All I need to demonstrate is that none of those who could be identified whether before or after the meeting by reference to a list were ever vetoed by the executive council ... .
(emphasis added)
19The events which actually occurred on 21 November 2008 illustrate the difficulty confronting the plaintiffs' contention. The Executive Council was presented with a bundle of approximately 250 nomination forms. But there was no determination by the Executive Council of the candidature of any single, named, identifiable person. No individual nomination form was reviewed and approved by it. During and after the meeting, a list was drawn up in circumstances that are now contentious. But there was no credible suggestion that the written list of 186 names actually formed part of the resolution passed at the meeting. It did not do so. The resolution stated:
Resolution passed approved (175) and remaining (77) will be considered in March/April 2009 after review Constitution.
20After the meeting on 21 November 2008, there was no subsequent decision by the Executive Council to approve 175 identified new members, let alone 183 or 186 new members. In any event, it is impossible to reconcile the numbers, let alone the identities, of the new members for whom the plaintiffs contend. The choice presented to me at the hearing was between 175, 183 or 186 - with no rational means of determining the correct number or their precise identities.
21What appears to have happened is that, faced with such a large and possibly unexpected number of nomination forms, the Executive Council made an in-principle decision to accept 175 and to defer the remaining 77. But there was no decision as to the approval of an individual named candidate. Although the resolution referred to 175, no witness suggested that the 175 persons referred to in the resolution had been identified at the time the resolution was passed. Without an agreed list of names referable to the resolution, the resolution was meaningless, at least as a means of satisfying the requirements of Clause 3 of the model rules for the approval of a new member.
22As I have mentioned, a list of names and addresses was at least commenced during the meeting and finalised after the meeting. The author was Zaheer Shah Khan, although he accepted that some names were not in his handwriting. The list was not a document of the Executive Council and was not made the subject of its resolution. It contains 186 names and addresses. It includes a number of crossings-out and substitutions. It also records, in many cases, the payment of the membership fee of $55. Some of the crossings-out, substitutions and records of payment were added after the meeting. As was the notation "paid" alongside many names on the list.
23At the meeting, Mr Rana, who was a member of the Executive Council at the time, did not see the list prepared, or supposedly being prepared, by Zaheer Shah Khan, who was sitting at the far end of the table next to Dr Kirmani. Mr Rana's evidence was that the minutes accurately recorded what happened at the meeting. He agreed that 186 new members were not approved at the meeting. He could not adequately explain how the number of supposed new members subsequently progressed from 175 in the minutes to the 186 that appeared on Zaheer Shah Khan's list.
24Zaheer Shah Khan said that he did not start writing any names on his list until after the resolution by the Executive Council to approve 175 new members. This was towards the end of the meeting. The meeting adjourned for prayers at 9.30pm. Prayers lasted about 30 minutes. The resolution was passed on resumption following the prayers. The meeting then concluded at 10.30pm. It was not possible to complete the list before the end of the meeting. More importantly however, when the resolution was passed, there was no list. There were therefore no individual names of candidates to whom the resolution was capable of being made referable at the time it was passed. Zaheer Shah Khan agreed that he did not show his list to the other members of the Executive council at the meeting. He said it stayed with him as he was preparing it.
25I accept this evidence of Zaheer Shah Khan but in other respects his evidence lacked plausibility. In his affidavit, he asserted that at the meeting, "160 to 186 were approved for membership". On the other hand, in the witness box, he was adamant, insisting on a precise recollection that exactly 175 new members were "proposed and approved". He seemed quite obviously to be attempting to fit his evidence to the language of the minutes. He added, equally implausibly, that the failure to include this information in his affidavit, was simply an error on his part. When confronted with the proposition that in relation to at least 17 names on his list, those names must have been added after the meeting because their application forms were dated after 21 November, Zaheer Shah Khan's evidence was unconvincing. He appeared to be improvising; denying the obvious and asserting the improbable. I do not accept his evidence that "The [17] names were given by the committee [at the meeting], added in the list, and the forms arrived late".
26The precise way in which the particular number of 183 or 186 new members was derived from what occurred at the meeting on 21 November 2008 was never elucidated. In some way which the evidence did not explain, the names of 183 new members appeared at future dates on several membership lists. One list was prepared in October 2010 and was signed by an independent solicitor engaged to conduct an election for the Association. The other list was signed on 26 July 2011 by Aijaz Khan in the presence of Mr Rana. By that stage, Aijaz Khan had ceased to be a member of the Executive Council. Each list no doubt reflects the assumption of some person or persons as to its accuracy. But neither is probative of the correct legal position. Neither list, let alone any assumption made by any person who may have created, signed or approved the list, can overcome the absence of a legally binding decision by the Executive Council on 21 November 2008 in accordance with Model Rule 3 to admit those named individuals.
27I should reiterate that the plaintiffs do not advance any case based on ratification or adoption, estoppel or acquiescence. Absent any such claim, the existence of the subsequent lists, or the payment of membership fees, cannot have the effect of creating a decision out of nothing. In my view, there never was a decision by the Executive Council on 21 November 2008, complying with Model Rule 3, to approve for membership the 183 new members for whom the plaintiffs now contend. Nor was there any room for the application of a presumption of regularity based on the inclusion of names in a register of members: McLean Bros & Rogg Ltd v Grice [1906] HCA 1; (1906) 4 CLR 835 at 850. No register of members was produced or referred to in evidence.