To assist the Authorityin its consideration of an application, and the society in making any representations on it, the application should set out clearly and concisely the issues about which the applicant wishes to communicate with other members and the purposes in doing so. In addition to this statement, the Authorityrequires at the time of the initial application a draft of the communication that would be sent should the Authoritydirect the society to give the applicant access to the register.
Without prejudice to its consideration of an application in any particular case, applicants should note the following general guidelines when preparing an application:
the Authoritywill expect the member making the application to have read carefully the relevant provisions of the 1986 Act and this chapter;
it is important to be specific about the purpose of the application, how it relates to the affairs of the society and why and how access to the register of members is necessary to achieve the applicants objective;
an applicant should think carefully about the purpose and content of the proposed communication before making the application so as to minimise the need for substantive changes to it at a later date;
an application may be supported by such information or documents as the applicant may wish, but these will be considered to form part of the application, will be seen by the society and be open to comment by it;
where an applicant submits two or more applications (together or in quick succession) it should be made clear as to why access to the register of members of each of the societies is necessary and how the purpose of each application relates to the affairs of that society;
should an applicant be successful he or she will incur expenditure in taking names and addresses from the register and then producing and mailing the communication and the applicant should take this into account before submitting an application.