Procedure – Solicitor sent subpoenaed documents to client notwithstanding “view only” access and undertaking to not release the documents – Referral to Legal Services Commission
In Samaras & Allen (No 3) [2023] FedCFamC1F 787 (13 September 2023) Brasch J heard a case relating to subpoenaed material.
The mother’s solicitor filed a subpoena to the Australian Federal Police (“AFP”). A Notice of Request to Inspect was filed and leave was granted to view the material produced by the AFP ([5]). The firm gave an undertaking prior to being granted access to the subpoenaed material ([19]). The mother’s solicitor subsequently received four documents relevant to the subpoena from the Australian Government Solicitor (“AGS”), the solicitor for the AFP. Neither the Independent Children’s Lawyer (“ICL”) nor the father’s lawyer was copied into that correspondence ([8]). The following day, those documents were sent to the mother.
Brasch J said (from [15]):
“ … [I]t is a mystery why the AGS sent the documents directly to a party. … The documents subject to the subpoena ought have been produced to the Court, and the Court alone.
[16] The AGS’ actions do not however absolve the solicitor from her actions thereafter.
[17] At this point the solicitor ignored or otherwise did not turn her mind to the following:
(1) the documents were not accessed via the court, but had come from the AGS directly;
(2) the other parties had not been included in that communication from the AGS;
(3) the court had granted view only access;
(4) whether the firm had given an undertaking in relation to the release of the AFP documents.
[18] On that last point, the firm had indeed given an undertaking dated 25 July 2023. That is only a month prior to the solicitor receiving the documents and sending them on to the client. …
( … )
[20] … [T]he undertaking was plainly breached. The documents were provided to the client. That was not in dispute. So that adds:
(5) the solicitor sent the documents to the client despite the undertaking;
[21] … [I]t seems that the subject solicitor only became alert to the undertaking after she sent the documents to the client and was then advised of the undertaking by the solicitor who had given it. That does not speak to a sound and systemic process in place to avoid such non-compliance in the first place.
[22] Undertakings with respect to subpoenaed documents have been in place at least since Covid forced the electronic communication of subpoenaed documents. The form of the undertaking given to the court is hardly anything new or novel. …
[23] … [I]t is clear from the solicitor’s affidavits that she took no steps to inform herself whether an undertaking had been given. It also must be that she took no steps to inform herself that the court had given view only access to the AFP documents. ( … )
( … )
[26] … [I]t took the solicitor a week to advise the court of the breach of undertaking. The undertaking given by the firm required immediate notification but that did not occur. It should have. I accept it may have been ‘only three business days’ for the notification to be given, but that still does not explain why the Registrar was not immediately notified. …
( … )
[28] The firm in which the solicitor works is a big firm. The solicitor is not the only person working on that file. That means:
(6) it was an error for the solicitor to wait a week, or call it three business days, to advise the court contrary to the terms of the undertaking given for immediate notification.
[29] … [T]he email of 30 August 2023 is, in my assessment, glib and does not address the gravity of what had happened. Indeed, the email to the court has a sense to my mind of trying to ‘fly under the radar’, or ‘nothing to see here’. This is inadequate and left more questions than answers. It was certainly cold as was submitted but does not include any apology or acknowledgement of contrition; so that is:
(7) the email notifying the court was inadequate in its explanation
[30] The inadequacy of the email was further compounded by:
(8) neither the ICL or the father’s representatives were included in that communication to the court, contrary to the protocol for doing so.
[31] Not including the other parties adds to my view that the communication to the court was an attempt to make little of the issue. I also do not accept the solicitor’s explanation that she did not think her communication to the Registrar’s chambers was a communication to chambers covered by the Federal Circuit and Family Court of Australia ‘Communicating with Chambers Guidelines’. That proposition just has to be stated to reveal its inadequacy. ( … )
( … )
[38] … I accept that everybody makes mistakes. However as enumerated above, this was not just one error, but a series of serious errors of judgement.
[39] Judicial officers must be able to trust the words and actions of all officers of the court. Judicial officers must be able to rely upon undertakings being complied with. Equally, officers of the court must also be able to trust the words and actions of other officers of the court and their compliance with undertakings proffered.
( … )
[45] It is not for me to determine whether the solicitor’s conduct amounts to unsatisfactory professional conduct. This state has a statutory body to consider what has happened in this matter and whether such a conclusion is warranted.
[46] I will therefore refer the papers to the Legal Services Commission. … ”