HOLDING MEETINGS BY VIDEO-LINK OR TELEPHONE (RATHER THAN IN PERSON) AND SENDING NOTICES BY EMAIL
19 The First Meeting is scheduled for Thursday, 30 April 2020.
20 The Administrators seek orders to enable the First Meeting, and any subsequent meetings of creditors, to be conducted solely by video-link or telephone (rather than in person).
21 The relevant provisions of the Insolvency Practice Rules (Corporations) 2016 (Cth) (the 'Insolvency Practice Rules'), which deal with the manner in which meetings may be held, are as follows:
75-15 How notice of meetings to be given
(1) Notice of a meeting must:
(a) specify the date, time and place of the meeting; and
(b) specify the purpose for which the meeting is being convened; and
(c) state the effect of section 75-85 (entitlement to vote as creditor at meetings of creditors); and
(d) be in the approved form.
75-30 Time and place of meetings
(1) The convenor of a meeting must convene the meeting at the time and place that the convenor thinks are most convenient for the majority of persons entitled to receive notice of the meeting.
(2) Subsection (1) does not prevent a meeting from taking place at separate venues provided that technology is available at the venues to give all persons attending the meeting a reasonable opportunity to participate.
75-35 Notice of electronic facilities for meetings
(1) This section applies if:
(a) facilities for participating in meetings by electronic means are expected to be available at the place where a meeting is to be held; and
(b) the convenor of the meeting considers that, having regard to all the circumstances, it will be appropriate to use those facilities.
(2) The notice of the meeting must:
(a) set out the arrangements for using the facilities; …
…
75-75 Participating in meetings by electronic means
(1) This section applies if:
(a) facilities for participating in a meeting of creditors by electronic means will be available for the meeting; and
(b) a person, or a person's proxy or attorney, has given the convenor of the meeting a statement in accordance with paragraph 75-35(2)(b).
(2) The convenor of the meeting must take all reasonable steps to ensure that the facilities are available and operating during the meeting.
(3) The person, or the person's proxy or attorney, is responsible for accessing the facilities during the meeting.
(4) A person who, or whose proxy or attorney, participates in the meeting using the facilities is taken to be present in person at the meeting.
22 In my view, a meeting conducted as envisaged by the Administrators and authorised by the Court's orders will satisfy the requirements of the Insolvency Practice Rules. The Notice of Meeting specifies the 'place of the meeting' - namely the offices of the Administrators at Level 9 Grosvenor Place, 225 George Street, Sydney NSW 2000, Australia. In the circumstances, this is the 'place' that the Administrators (as convenors) think is the most convenient for the majority of persons entitled to receive notice of the meeting. At least in rules 75-15(1)(a), 75-30(1) and 75-35(1)(a) of the Insolvency Practice Rules the reference to 'place' refers to a building or spot devoted to a specified purpose: see the relevant definition in the Shorter Oxford English Dictionary. There is in this sense no 'virtual' meeting place - there is a specified physical place of the meeting, which has been convened by the Administrators as convenors in accordance with the Insolvency Practice Rules and authorised by the Court's orders.
23 Once the place of the meeting is specified in the notice convening the meeting, in light of the COVID-19 pandemic and the consequent restrictions on public gatherings, the Court can then make orders confirming that meetings of creditors can be conducted by video-link or telephone.
24 I note that Mr Strawbridge's view is that:
(1) he has previously conducted meetings of creditors that have provided a video or telephone conference service for creditors;
(2) the Administrators have already sourced suitable information technology, through Microsoft Teams Live Events, to 'live stream' the First Meeting to as many as 20,000 (and, if necessary, 100,000) different creditors; and
(3) arrangements have been made to ensure that all creditors have the ability to ask questions at the First Meeting by way of a moderated question and answer function provided as part of the Microsoft Teams Live Events platform.
25 In my view, there is no practical impediment to meetings of creditors (including the First Meeting) being held by electronic means and it is appropriate (if not necessary) that this occur, with the place of the meeting being as designated in the notice convening the meeting as authorised by the Insolvency Practice Rules and the Court's orders.
26 An additional order will be made requiring that, in respect of any creditor who wishes to participate in, and vote on, resolutions that are put to creditors at a meeting (to the extent that this may occur at meetings subsequent to the First Meeting), special proxies must be provided to the Administrators no later than the second last business day before the meeting is held (although giving liberty to any creditor providing such a proxy to withdraw those voting instructions in advance of the resolution being passed).
27 As to notices of meetings being given by email, it is now common-place for orders to be made, including at a very early point in an administration, permitting external administrators to give notices to creditors by email and other electronic publication.
28 In In the matter of BBY Limited [2015] NSWSC 974 at [7], Brereton J (as his Honour then was) said:
Courts have become increasingly willing to make orders such as those sought in this case in respect of the manner in which notices may be given of meetings of creditors of companies under external administration, both to save costs and to save time, and thus to conserve the limited available assets for the benefit of creditors. As Black J has pointed out, most recently in In the matter of Creative Memories Australia Pty Limited (administrators appointed) [2013] NSWSC 732 (at [8]), this no doubt reflects, amongst other things, the fact that electronic means of communication are now widely accepted in the investing and commercial communities. There are now many decisions in which the Courts have made orders in respect of meetings of creditors permitting notice to be given by electronic means to those for whom e-mail addresses are available and otherwise by notice, for example, on an administrator's website, or by newspaper advertisement: [see ABC Learning Centres Ltd (Administrators Appointed) (Receivers & Managers Appointed) ACN 079 736 664 v Honey [2010] FCA 353; Silvia, in the matter of FEA Plantations Ltd (Administrators Appointed) [2010] FCA 468; Carson, in the matter of Hastie Group Limited [2012] FCA 626; Carson, in the matter of Hastie Group Limited (No 2) [2012] FCA 717; In the matter of Mothercare Australia Limited (administrators appointed) [2013] NSWSC 263, [8] (Black J); In the matter of Creative Memories Australia Pty Limited (administrators appointed) [2013] NSWSC 732].
29 These remarks were endorsed and similar orders made in Quinlan, in the matter of Halifax Investment Services Pty Ltd (Administrators Appointed) [2018] FCA 1891 at [12]-[14] (Yates J) and Jahani, in the matter of The Ralan Group Pty Ltd (administrators appointed) [2019] FCA 1446 at [22] (Gleeson J).
30 I observe that there is an incredibly large number of creditors of the Virgin Companies and the Administrators have an email address for the vast number of those creditors.
31 The proposed orders for notice to be given by email and publication on the appropriate website not only fulfil the objective of notifying as many creditors of the Virgin Companies as quickly and cheaply as possible, but (in view of postage and associated costs) also of conserving the assets of the Virgin companies for the benefit of creditors.
32 As the notice of the First Meeting has already been sent, only by email, in the case of those creditors for whom the Administrators have an email address, the orders permitting notice by email will be made nunc pro tunc.