MINORITY REPORT

Report on the Company Law Review Bill 1997
Table of Contents

MINORITY REPORT

Senator Andrew Murray
Australian Democrats

March 1998

1. CLRB

The Australian Democrats have supported the efforts of both the present government and the previous one, to reform and modernise Australian company law. The Company Law Reform Bill 1997 (the CLRB) advances this reform programme considerably.

The Australian Democrats supported most of the findings of the Parliamentary Joint Committee on Corporations and Securities' Report on the Draft Second Corporate Law Simplification Bill 1996, which was adopted after extensive consultation with interested bodies. The CLRB is largely based on that bill, but has some key differences.

It is my intention to revisit some of those earlier Committee recommendations in this Minority Report. It is regrettable that some measures agreed cross-party in that Report on the Second Corporate Law Simplification Bill 1996 have not been adopted in the CLRB.

Further, I intend to pursue some additional issues raised by witnesses and in submissions.

It is expected that the Bill will improve the efficiency and understanding of company law and regulation. However the Bill fails to significantly advance corporate governance standards and directors accountability to shareholders. These remain vital areas of concern. Some, such as the Australian Shareholders Association (ASA), and the Australian Investment Managers Association (AIMA), believe that corporate governance standards will be diminished. The successor to AIMA, the Investment and Financial Services Association Ltd (IFSA), is of the opinion that the Bill is deficient on corporate governance matters.

In contrast the ASX believes that

and tellingly focuses on any reduction, rather than any improvement

2 REPORTING ON FINANCIAL AND OTHER MATTERS

The following proposals for amendments to the CLRB are intended to improve the openness and accountability of directors and senior management to the shareholders, in relation to the financial operations of the company, by expanding the nature of financial information required to be disclosed by directors and management.

2.1 Directors' Declaration

The provisions of the CLRB relating to the directors' declaration regarding the company's financial statements and position, should include a requirement for directors to give an opinion about compliance with the law, as is required for the auditor's report. [2]

The submission from Corporate Governance International also emphasised the importance of providing adequate disclosure in directors reports.

Recommendation 1

Provisions requiring a directors' declaration relating to the company's financial statement and position, need to be expanded to include compliance with the law, and matters of remuneration.

With regard to the annual directors' report, Recommendation 8 (b) of the Parliamentary Joint Committee on Corporations and Securities Report on the Draft Second Corporate Law Simplification Bill 1996, needs to be reaffirmed :

that listed companies disclose remuneration policies and details, and key demographic material, of the Board and senior executives; and matters relevant to compliance with corporations law or trade practices law.

2.2 Management Discussion and Analysis

The earlier Second Corporate Law Simplification Bill 1996 (the SCLSB), in s 299 & s 300, provided for the directors' annual report to include a management discussion and analysis (MD & A) of the matters members need to be informed on if they are to understand the overall financial position of the company.

The ASX is of the opinion that reporting requirements are adequately covered in the new Bill. The Majority Report summarises the arguments adequately.

These MD & A matters include the company's operational results, key strategic initiatives, major commitments entered into and sources of funding for those commitments, any unusual or infrequent events or transactions, likely future developments in the business, and trends or events that have had or are likely to have, a significant effect on the business. Material may be omitted if it is considered likely to result in unreasonable prejudice to the company, in which case the report must specifically state that material has been omitted. [3]

The Joint Parliamentary Committee Report on the SCLSB, found that shareholders and their representatives, as well as some major corporate review organisations strongly endorsed the proposed MD & A provision, although it was criticised by the Australian Institute of Company Directors as being too onerous and vague. [4]

Despite the strong support from shareholding and corporate professional bodies, and what appeared to be simply requests for redrafting and clarification from the few groups that opposed it, the latest version of this Bill, the CLRB, has removed the discussion and analysis provisions altogether.

This has been strenuously opposed in submissions made by industry groups regarding the CLRB :

The Securities Institute of Australia (the SIA) was extremely critical of the omission of MD & A, arguing that it will put Australian users of company reports at a disadvantage in relation to other major capital markets, and that it was inconsistent with the Government's stated commitment to achieve harmonisation in financial reporting under accounting standards. [6] The SIA said that the omission was

Furthermore, they remarked

The MD & A requirement is rightly considered as making a valuable contribution to the reform of Corporations Law in Australia. It will increase the degree of openness and accountability of company management.

It is the view of the Australian Democrats that the MD & A requirement should be included as a mandatory requirement to ensure consistency in reporting practice between report users. The complete removal of the MD & A requirement from the revised Bill is curious since apart from the powerful ASX, its removal does not appear to have the support of industry or investor groups, whom the reforms are designed to benefit. The only criticisms of the proposal relate to drafting, not substance.

Recommendation 2

The directors' annual report must include a management discussion and analysis (MD & A) of the matters members need to be informed on regarding the overall financial position of the company.

These matters include the company's operational results, key strategic initiatives, major commitments entered into and sources of funding for those commitments, any unusual or infrequent events or transactions, likely future developments in the business, and trends or events that have had or are likely to have, a significant effect on the business.

2.3 Mandatory Disclosure of Information Available to Foreign Markets

The Submissions by Corporate Governance International (CGI) emphasised seven key governance reforms. Amongst these were mandatory disclosure of all information disclosed by Australian listed companies to the American market. CGI are not satisfied that the ASX Listing Rule 3.1 for a general continuous disclosure regime, is adequate.

It seems self evident that if a listed company has to incur the cost and do the work of providing information to any market, not just the American market, then that information should be available to Australian investors too.

Recommendation 3

A listed company that is obliged by law to disclose information to any non-Australian market, must make that information available to Australian investors.

3. LODGEMENT OF DOCUMENTS

The nature and frequency of documents required to be lodged with the regulatory bodies such as the ASC, and market managers such as the ASX, are critical factors in ensuring that company management is properly accountable to shareholders and are in compliance with company laws and regulations. However reform of the company disclosure and document lodgement requirements is needed to facilitate both lodgement of and access to, all relevant company documents and other information.

3.1. Electronic Lodgements with the ASC

Section 352 of the CLRB provides a framework for electronic document lodgement with the ASC, allowing documents to be lodged electronically, provided the ASC and the company lodging the document have agreed to electronic lodgement and authentication.

The facility for the electronic lodgement of documents already exists, under the EDGE Agents Agreement, periodically updated by the ASC. However the EDGE agreement also presently requires lodging parties to hold a hard copy signed form before making an electronic lodgement. It is the proposed loss of `hard copy' in a paperless transaction, that raises the spectre of untraceability and greater potential for fraud.

The use of purely electronic methods of lodging documents with the ASC has caused some concern. The submission by the experienced Corporate Network Limited (CNL) is notable. They describe themselves as one of the largest and oldest firms of our type in Australia; we have some 2,500 firms of accountants and solicitors who instruct us on company incorporations.

CNL's submission highlighted the potential for creation of untraceable companies under the proposed system, and fraud in relation to amendments to company constitutions arising from the lack of any actual physical execution of documents. [8]

While the utilisation of electronic media does and will improve the speed and ease of lodging and registering documents, there is a need for some minimal additional regulation of the process to avoid the possibilities of fraudulent lodgement.

The suggestion by CNL for amending the CLRB involves the creation and maintenance of an evidence trail leading back to a physical document and to the person who lodged it, and codification of this trail in legislation. [11]

Recommendation 4

An amendment to section 352 to require:

(a) the document to be lodged is held by the person lodging it (or their agent) in paper form, signed by the appropriate company officer;

(b) the person lodging the document provides with it the name and address of a natural person who has given written verification of the accuracy of the matters stated in the document, and that all members of the company affected by the lodgement are aware of it. [12]

3.2 Electronic Lodgement of Proxy Documents and other Shareholder Communication

The CLRB will allow lodgement of proxy documents electronically only if the company has specified an electronic address in the notice of meeting (s.25013(4)). This leaves it entirely to the company's discretion whether proxy votes may be faxed or not. There does not appear to be any reason why companies should not be required to accept faxed proxy votes since facsimile communication has been commonplace in commercial operations for many years. [13]

Recommendation 5

That companies be required to receive proxy votes and other shareholder communication sent by means of facsimile.

3.3 Lodging Company Constitutions with the ASC

The CLRB has exempted proprietary companies from the obligation to lodge a copy of their constitution (if any) on registration and subsequent amendments with the ASC. This is unfortunate, since investors and other interested parties have a legitimate interest in whether or not a company is complying with the terms of its constitution. Shareholders and those who deal with companies are entitled to assume that a company is acting in accordance with its constitution, but without access to it and any amendments, this important feature of the accountability of management to shareholders and other interested parties is effectively removed.

This requirement is supported in the submissions made by major Australian accounting organisations:

Recommendation 6

All companies, public and proprietary, be required to lodge copies of their constitution (if any) and any amendments made to it, with the ASC.

4. DEMOCRATISATION OF COMPANIES

The following proposals are aimed at improving the internal operations of companies so that they better accord with principles of corporate democracy, in particular, the right to vote on matters of importance to the company that attaches to each shareholding.

4.1 Disclosure of Proxy Voting

The outcome of proxy votes should be required to be disclosed by companies, as is currently required in the USA. Because voting is among the most important rights of a shareholder, it is essential that each shareholder is able to fully and freely exercise their voting rights.

The chair receives the results of the proxy votes prior to the meeting, but is not required to disclose this information prior to the vote being taken, even though the shareholders voting at the meeting have a legitimate interest in knowing the proxy voting information available to the chair. [15]

It is important for the results of proxy voting to be made available to the shareholders so that they can ensure the chair has properly taken the proxy votes into account when finalising the decision of the meeting.

Proxy voting is also particularly significant in relation to the calling of polls. The CLRB provides that voting is to be by show of hands, unless a poll is demanded. A poll may be demanded by at least 5 voting members, members with at least 5% of the votes, or the chair, who may decide to do so based on the likelihood of a different decision being obtained by a poll than by show of hands. Because the chair alone knows the results of the proxy votes, he or she is also the only one who can make this determination. There should be greater openness in this process so that the chair's exercise of this power is subject to outside scrutiny.

Recommendation 7

The chair of a shareholder meeting should be required to:

(a) disclose, at the commencement of the meeting, the results of any proxy votes received;

(b) call for a poll if the vote by show of hands does not reflect the votes of the proxies received.

4.2. Preferential Voting for Directors

The existing method of electing company directors on a limited re-election pattern has been severely criticised as being "both undemocratic and unrepresentative, [denying] the representation of minority interests, other than management, and [not] protecting minority interests". [16] The current system of electing directors facilitates the dominance of control groups, and lessens the possibility of support being expressed for particular directors.

The result of this, according to Shann Turnbull, is that for minority interests to be heard, minorities must often rely on expensive and problematic remedies such as recourse to the legal system, ASX rules and the ASC, which reduces the attractiveness of investing, reduces genuine shareholder participation, and facilitates a "dictatorship by management". [17]

In order to avoid this situation, Turnbull and others propose a system of preferential voting (also described as cumulative voting), in listed companies for the election of directors, in which all directors would be elected annually with each share obtaining as many votes as there are vacancies. In the United States this procedure is mandated as best practice by Federal law for banks, and for corporations in some States.

To mandate this type of preferential voting for directors of listed companies, the Law would need to specify that

The consequence of this optional preferential method is that shareholders can ascribe their votes to indicate their preference for a director or directors.

Preferential (or cumulative) voting :

Although the Australian Democrats believe that this system is desirable for all listed companies, we appreciate that it may not be appropriate to require existing companies to change their constitutions (memorandums and articles). Accordingly we recommend that only newly listed companies should be obliged to adopt this system.

Existing listed companies should however be required to allow their shareholders to assess the new system, and to vote on whether they wish to convert to it.

Recommendation 8

The Corporations Law be amended to provide for preferential election of company directors in listed companies, requiring all directors to be elected every year with each share obtaining as many votes as there are board vacancies.

This system should be mandatory for all newly listed companies. Existing listed companies should be required to prepare a summary of this system for the shareholders to vote on and to decide whether they wish to change to it.

4.3 Directors Requisitioning Meetings

The IFSA [19] was one of a number of witnesses that are concerned that the Bill does not include a key recommendation from the Parliamentary Joint Committee on Corporations and Securities Report on the Draft Second Corporate Law Simplification Bill 1996 - namely Recommendation No 2. The Committee made these points

The Government believes that the provision giving this power to 5% of shareholders is a sufficient safeguard. I do not concur, and the Australian Democrats continue to support the right of an individual director to call members meetings.

Recommendation 9

That the right of an individual director to call a meeting of members should be a mandatory rule for listed companies.

4.4 Members Requisitioning Meetings

The Majority Report discusses this issue, and to the problems outlined by the NRMA [21] offers the observation that the bill now includes a `proper purpose' test for requisitioning a meeting (s 249Q). This may be all that can be contemplated at this stage, but the matter may need further review after the new law has had time to be assessed.

It is vital that minority shareholders retain the ability to call meetings. It is equally vital that such shareholders are effectively dissuaded from using this power frivolously or vexatiously.

5. MEASURES TO IMPROVE CORPORATE GOVERNANCE

Corporate Governance concerns itself with accountability. Accountability comes at a cost, and there is a tussle between those who want minimum accountability, maximum freedom, and lowest costs, and those who believe maximum accountability serves investors, shareholders, and the public interest best.

By and large most submissions appear to fall somewhere between these two aims. One notable witness, the ASX, are strong proponents of deregulation. On the face of it statements such as these are alarming

although they do go on to qualify and explain this opinion. Their conclusion is one that can be contested, challenging as it does the practices of the economically powerful and successful USA

As principles, the Australian Democrats always incline to greater accountability, openness, transparency and representation.

5.1 Corporate Governance Board

The concept of a corporate governance board is sometimes expressed as a corporate senate. While the political analogy may be apt, it may be off-putting for some. The distinction is between a body that conducts the normal operational and managerial functions of a Board, and another body which deals with accountability issues.

Company directors have extensive powers regarding the management of the company's business and internal organisation. Some of these internal management powers, which may be termed 'corporate governance powers', include : the power of directors to decide their own remuneration, to appoint and remunerate auditors and other experts, adopt any accounting practices they see fit within accepted accounting standards, nominate themselves for re-election and fill casual vacancies for directors, to initiate changes in the corporate constitution and to control the conduct of shareholder meetings and voting procedures (Corporations Law, Schedule 1, Table A).

Directors also posses the powers to themselves manage conflicts of interest with related parties.

The number and extent of these powers has led such commentators to argue that :

Mr Turnbull makes the further point that as these "governance powers are quite different from the duty of the directors to 'manage' a company, [they] can and should, be separated". [26]

There are significant deficiencies in the method of controlling companies, and of ensuring full accountability to shareholders. There is a substantial body of research and literature on this subject, and a number of countries have variants of this idea of a corporate governance board.

A sure way to increase the independence and accountability of Boards is to have two Boards, one concerned with managerial issues, and one concerned with governance issues. The former should quite properly continue to have directors elected relative to shareholdings, but to protect minorities, minimise conflict of interest issues, avoid Board `capture', and ensure accountability, the latter needs to be elected by shareholders.

In listed companies a separate Board should exercise these internal governance powers, leaving the main board directors to concentrate on the management of the company's business operations, while the second Board would provide the valuable introduction of a system of checks and balances into corporate governance procedures. A separation of powers in other words.

This proposal has the added virtue of introducing a greater measure of self-regulation.

This proposal is a proactive one, designed to prevent problems. To those who answer that the stockmarket will police companies with poorly performing Boards in corporate governance, that involves a reactive attitude and a prejudicial one to shareholders since the value of their shares will have fallen.

`Independent' directors are often anything but. If not recommended in the first place by the other directors in the `control group' they are supposed to be independent of, they can be subject to Board `capture' anyway, unless, as is fortunately sometimes the case, they are exceptional individuals.

The corporate governance board proposal would both simplify and reduce the role, responsibilities and workload of the main board directors as well as increasing their credibility by removing the powers which permit the perception or actuality of a conflict of interest. This should thereby improve the accountability of directors and the internal governance of companies and lead to better business management decisions by directors. Ultimately, this is about re-establishing the balance of company governance in favour of shareholders, rather than management.

It is essential that the separate governance board be elected on the democratic basis of one vote per shareholder rather than one vote per share.

Although the Australian Democrats believe that this system is desirable for all listed companies, we appreciate that it may not be appropriate to require existing companies to change their constitutions (memorandums and articles). Accordingly we recommend that only newly listed companies should be obliged to adopt this system.

Existing listed companies should however be required to allow their shareholders to assess the new system, and to vote on whether they wish to convert to it.

Recommendation 10

The Corporations Law be amended to separate the corporate governance and business management powers of directors by creating a separate body and vesting in this body all the powers of governance formerly exercised by the board of directors.

This should be obligatory for all newly listed companies. Existing listed companies should instead be required to prepare a summary of this system for the shareholders to vote on to determine if they wish to change.

5.2 Appointment and Resignation of Directors

The provisions of the Corporations Law that regulate the ability of directors to appoint another person as a director should not be included as one of the new species of "replaceable rules" created under the CLRB. The replaceable rules are intended to be adopted, replaced or varied by the company as it sees fit. It is not appropriate that the company has complete discretion over an issue as significant as the appointment of new directors by existing directors. [29]

The Corporations Law should require resigning and retiring directors to advise the ASC of their reasons for doing so, and to enhance the likelihood that accurate and frank reasons will be given, directors should be afforded qualified privilege by the ASC in relation to these disclosures.

Recommendation 11

The rules regarding the ability of existing directors to appoint new directors should not be included in the Corporations Law as replaceable rules.

5.3 Notice of Meetings

There has long been a battle between those with a managerial philosophy, who want decision making facilitated, and those with a shareholder perspective, who want time to consider the impact of Board and management recommendations. As a general rule one would expect that in any conflict between the two, it is investors and owners whose views should carry greater weight.

The Majority Report summarise the arguments concerning s 249H(l) of the Bill, which raise the required notice to be given for meetings from 14 to 21 days.

The Committee had previously recommended 28 days. [30] Shareholder and investor groups continue to support the 28 days approach. The Australian Democrats see no reason to vary their support for 28 days.

Recommendation 12

The minimum notice period for listed companies members meetings should be 28 days.

6. THE ROLE OF THE AUDITOR

The auditor plays a vital role in ensuring proper accountability of company management and proper business dealings by carrying out independent scrutiny of the company reports.

6.1 Reporting to the Auditor

All directors and other management personnel should be obliged to inform the auditor of suspected fraud or other material improper conduct regarding the company. This is important to ensure that the auditor is aware of all issues relevant to carrying out the audit and the auditor's review of the company reports.

Recommendation 13

All directors and other management personnel should be obliged to inform the auditor of suspected fraud or other material improper conduct regarding the company.

6.2 Audit Committees

As a means of encouraging company boards to adopt good reporting practices when preparing their financial and directors' reports, the Corporations Law should require all listed companies to have an audit committee with some members being non-executive directors. [31]

Recommendation 14

The Corporations Law should require all listed companies to have an audit committee with some members being non-executive directors.

6.3 Appointment of Auditors

Auditors are recommended to shareholders by the Board, which may in turn have had them recommended by management.

Rhetorically one can ask whether there have ever been any instances where shareholders have rejected the Boards recommendation. Frequently the auditor is a related entity to other accounting and consulting services that contract to the company. This is a fundamentally flawed process, raising conflict of interest and independence problems.

This is an area deserving further attention.

Senator Andrew Murray

 

Footnotes

[1] Australian Stock Exchange Submission No 2 pp 2-3

[2] Australian Accounting Research Foundation., Submission to Joint Committee on Corporations and Securities-Comments on additional matters, 11 March 1998, p.1

[3] Parliamentary Joint Committee on Corporations and Securities, Report on the Draft Second Corporate Law Simplification Bill 1996, November 1996, p.32

[4] ibid,p.32-33

[5] Australian Accounting Research Foundation, Submission to Joint Committee on Corporations and Securities,11 March 1998.,p.1

[6] Securities Institute of Australia, Submission to Joint Committee on Corporations and Securities, 11 March 1998, p.1.

[7] Ibid p.2

[8] Corporate Network Limited, Submission to Joint Committee on Corporations and Securities. 17 March 1998

[9] Ibid p2

[10] Ibid p.6

[11] Corporate Network Limited, Submission to Joint Committee on Corporations and Securities, 20 March 1998

[12] ibid, p.2

[13] Corporation Governance International, Submission to Joint Committee on Corporations and Securities, 17 March 1998, p.9

[14] op.cit.n.6, p.2

[15] Investment and Financial Services Association, Submission to Joint Committee on Corporations and Securities, 10 March 1998, p.3

[16] S.Turnbull, Submission to Joint Committee on Corporations and Securities, 20 March 1998, p.1

[17] ibid

[18] S.Turnbull, Governance Flaws and Remedies, 1993, p.67

[19] Investment and Financial Services Association Submission No.3

[20] Parliamentary Joint Committee on Corporations and Securities : Report on the Draft Second Corporate Law Simplification Bill 1996 : November 1996 p.xiii

[21] NRMA Submission No. 1

[22] ASX letter to the Committee 10 March 1998 p2

[23] ibid p3

[24] Shann Turnbull Australian Financial Review 14 November 1996 : `Dictatorship of the boardroom'

[25] op.cit.n.13

[26] ibid

[27] MAI Services Pty Ltd. Letter of 20 March 1998 to the Committee Secretary p.2

[28] Article by Shann Turnbull in JASSA Autumn 1998 : `Mindless rituals of the boardroom.'

[29] op.cit.n.1,p.10

[30] Report on the Draft Second Corporate Law Simplification Bill 1996 Recommendation No 4 p xv

[31] ibid