Governing Documents
In October 2025, AMMA members approved the transition of the Australasian Military Medicine Association to a Company Limited by Guarantee, establishing a contemporary governance structure to support the Association’s ongoing growth and development.
As part of this transition, AMMA adopted a new Constitution and has developed a suite of By-Laws, policies and procedures to provide clear, transparent and accountable governance across the organisation.
This page provides access to AMMA’s current governing documents, including the Constitution, By-Laws, Board and Committee governance documents, and organisational policies and procedures. These documents guide the operation of the Association and outline the responsibilities, processes and standards that support AMMA’s members, Board and activities.
Whereas at a meeting held in Melbourne in 1991 it was resolved to form an association of health professionals called the Australian Military Medicine Association, and at a meeting held in Brisbane in 2012 it was agreed to change the name to Australasian Military Medicine Association.
The Australasian Military Medicine Association is an independent association existing to support the professional and scientific progress of all matters associated with the health of individuals who serve or have served in the military or similar organisations.
The Association adopts the World Health Organisation (WHO) definition of health as being the keystone of its interests — health is a state of complete physical, mental and social well-being and not merely the absence of disease or infirmity.
Recognising this, the Association will promote the expansion and development of knowledge in all fields and professions of endeavour that impact on the health of military personnel during and after their military careers, and in both preventative and treatment modalities; including, but not limited to, the fields of dentistry, medicine, nursing, nutrition, occupational health, preventive medicine, public health, psychology and safety management.
(a) The purposes of the association are:
(b) For the purposes of furthering the association’s aims, the association shall have the power to: subscribe to or co-operate with any organisation with similar objectives; amalgamate with like incorporated associations; expand its activities to the countries of Oceania, especially New Zealand and Papua New Guinea; acquire, lease, hire or dispose of real or personal property; enter into arrangements with any government or authority; appoint and employ staff and agents; construct and maintain buildings and facilities; invest and deal with association money; take or acquire shares and securities; lend or borrow money; take or hold mortgages and charges; accept gifts of property; procure contributions and donations; publish newsletters and periodicals; make charitable donations; establish bursaries, prizes, scholarships and awards; and do all things incidental to these purposes. The assets and income of the association shall be applied solely in furtherance of its objectives, and no portion shall be distributed to members except as bona fide compensation for services rendered. On dissolution, any surplus shall be paid to a non-profit organisation in accordance with the council’s powers.
The name of the incorporated association is the Australasian Military Medicine Association (in these rules called ‘the association’).
In these rules, unless the contrary appears, the following shall apply:
The Association shall invite either the Surgeon General Australian Defence Force or the Surgeon General Australian Defence Force Reserves to be the Patron of AMMA.
2.4.1 Full Members. Any person who, in the opinion of the council, has a suitable tertiary qualification or significant standing or experience in the field of military medicine, and who has completed the application procedure, shall be admitted as a full member.
2.4.2 Emeritus Members. Emeritus membership may be conferred on any person who has rendered outstanding service to the Association or made a significant or meritorious contribution to military or veterans’ medicine or health in the Australia-Pacific region. No annual subscription is payable. Nominations are sought by the council and confirmed by a two-thirds majority at a duly convened annual general meeting. The number of Emeritus Members shall at no time exceed five, nor shall more than one be elected in a single financial year.
2.4.3 Associate Members. Any person with a genuine interest in military medicine or a related field, not qualified under another category, may be elected an associate member. Associate members have no voting rights and may not join the council, but may otherwise partake of the association’s activities.
2.4.4 Student Members. Any person undertaking a course of study that will, when completed, qualify them as a full member may be elected a student member.
2.4.5 Corporate Members. Any corporate organisation in sympathy with the aims of the association may be elected a corporate member and may appoint one delegate to attend meetings as an observer.
2.4.6 Retired Members. A member who has retired, receives no income from health-profession practice, and has been a financial member for at least seven continuous years immediately preceding retirement, may elect to become a retired member — by paying a single fee equivalent to seven years’ subscription, or an annual fee equivalent to 50% of the normal fee. Retired members are entitled to all the privileges of a full member.
2.4.7 Membership Rights. A person becomes a member when their name is entered in the register of members and ceases to be a member when it is removed. Membership rights are not transferable and terminate on cessation of membership. A member is not liable to contribute toward the debts and liabilities of the association or the costs of a winding up.
Any person seeking membership may apply by completing an ‘application for membership’ form and lodging it with the Secretary. As soon as practicable, the Secretary shall either process the application or refer it to the council for approval where the applicant’s suitability is unclear. The council determines whether to accept or reject the nomination and the type of membership granted. Following approval, the Secretary notifies the nominee in writing. Payment of the first year’s annual subscription and entrance fee accompanies the application; if the application is denied, these monies are returned. The Secretary enters each member’s name and number in the register, and deletes the name of any person ceasing to be a member. The council is under no obligation to divulge its reasons for not accepting an application.
Entrance fees, annual subscriptions and any other fees to be paid by members shall be determined by the council and endorsed by the association in general meeting. There may be differential fees for the various membership categories.
2.7.1 Resignation. A member who has paid all monies due may resign by written notice to the Secretary specifying the intended date of resignation. If any member’s subscription is in arrears for more than six months, their name shall be removed from the register; they may be restored by the council upon full payment.
2.7.2 Expulsion. If a member wilfully refuses to comply with the rules, or is guilty of conduct the council considers unbecoming or prejudicial to the association’s interests, the council may — by resolution passed by at least two-thirds of its members — censure, suspend or expel the member. At least 28 days before the relevant meeting, the Secretary serves notice of the allegations and intended resolution on the member, who must be given an opportunity to be heard before the vote. Where a member is expelled, the Secretary serves written notice stating the expulsion, the grounds, and the right of appeal.
2.7.3 Appeal against expulsion. A member may appeal by serving on the Secretary, within 14 days, a written requisition demanding a special general meeting to hear the appeal. The council must hold that meeting within 21 days of receipt. At the meeting no other business is transacted; the council presents the grounds, the expelled member is heard, and members present or by proxy vote by secret ballot on whether the expulsion should be lifted or confirmed.
2.8.1 Annual General Meeting. The association convenes an AGM each calendar year, where possible in conjunction with the annual conference. Ordinary business includes confirming previous minutes, receiving the scrutineers’ report and election results, receiving council reports including a financial report, and deciding entrance fees and subscriptions.
2.8.2 Special General Meeting. All general meetings other than the AGM are special general meetings. The council may convene one whenever it thinks fit, and must do so on written requisition of at least ten per cent of voting members. Special business requires a two-thirds majority of full members present in person or by proxy, with no fewer than 25 per cent voting in favour.
2.8.3 Order of business. At AGMs the order is nominally: apologies; confirmation of minutes; matters arising; annual report; annual financial statement; fixing of subscriptions; announcement of the newly elected council; appointment of the honorary auditor; business of which notice has been given; and special business.
2.8.4 Notice of meeting. The Secretary sends at least 21 days’ notice of any general meeting to each member at their registered address, stating the place, date, time and business to be transacted.
2.8.5 Business and quorums. No business is transacted without a quorum. Fifteen voting members personally present constitute a quorum; if absent within 30 minutes, a requisitioned meeting is dissolved and any other meeting stands adjourned to the following week, when eight members present form a quorum.
2.8.6 Chairman. The President, or in their absence another member appointed by the meeting, presides as chairman.
2.8.7 Power of adjourned meetings. The chairman may, with the meeting’s consent, adjourn from time to time and place to place, but only unfinished business may be transacted at the adjourned meeting. Adjournments of 28 days or more require fresh notice.
2.8.8 Voting. Resolutions are decided on a show of hands unless a poll is demanded by the chairman or at least ten per cent of eligible members present. Only full members and emeritus members are entitled to one vote each. In the case of equality, the chairman has a casting vote. No member may vote while any sum is owed to the association.
2.8.9 Voting by proxy. A proxy is appointed by written notice under the hand of the appointer, in the form set out in the rules, and must be deposited at the office not less than 48 hours before the meeting.
The affairs of the association are managed by a council of full or emeritus members, which controls and manages the business and affairs of the association and may exercise all powers not required to be exercised in general meeting. Each council member has one vote; the President has a casting vote.
2.9.1 Officers of the council. The association elects a President, a Vice-President, and up to six other voting members. Immediately after the AGM the council appoints a Secretary, Treasurer and Journal Editor from among its officers. Officers hold office until the following AGM and are eligible for re-election. The role of Immediate Past President exists as a fully voting member of Council for a period not exceeding two years. Casual vacancies may be filled by the council.
2.9.2 Procedure for the election of council members. Nominations are made in writing, signed by two voting members and accompanied by the candidate’s written consent, and received by the Secretary at least 42 days before the AGM. Where nominations are uncontested, candidates are declared duly elected; where contested, a postal ballot is held with balloting lists sent at least 35 days before the AGM.
2.9.3 Council meetings. The council may meet in person or by other communication means, and convenes at least once a year other than at the AGM. A quorum is a minimum of 50 per cent of council members. The President (or Vice-President in their absence) presides. The Secretary keeps minutes.
2.9.4 Disclosure of interests. A council or committee member with a direct or indirect pecuniary interest in a matter must disclose it as soon as practicable, and any vote cast in respect of such a matter is not counted.
2.9.5 Executive Committee. The President, Vice-President, Past President, Treasurer and Secretary constitute the executive committee, which may act between council meetings in matters of urgency and reports to the next council meeting.
2.9.6 Corporate Manager. The council may engage an individual or registered company to perform day-to-day management; the Secretary supervises the Corporate Manager’s activities.
The Treasurer advises the council on the current and future financial position of the association, oversees the management of its finances — including the prompt and correct payment of accounts, receipt and depositing of payments and transfer of funds to maximise interest — and oversees the keeping of correct accounts and books. Branches, groups and committees must furnish the Treasurer with accounts on request. The income and property of the association shall be applied solely toward its objectives and not distributed to members by way of profit.
The Secretary shall decide the postal address of the association from time to time.
The association in general meeting may, by resolution, remove from office any member of the council before the expiry of their term and appoint another member in their stead until the expiry of that term.
The council may appoint or revoke committees and delegate its powers to them. Each committee prepares minutes and reports to the council as required, and each committee member has one vote.
2.13.1 Regional committees. Regional committees may be established to organise meetings, excursions and other activities. Members are selected by the council from members resident in the region; each committee appoints a chairman and secretary.
2.13.2 Conference committees. A committee is established to organise each year’s national conference, announced two years prior. It remains constituted until the conference has been held and all outstanding matters finalised.
Craft or professional groups may be established within the association as the council deems appropriate, with membership depending on appropriate qualifications. Each group is ceded powers to conduct its activities with reasonable autonomy, subject to the overriding authority of the council. There is no separate subscription; each group’s major meeting is held in conjunction with the annual conference; each has a President and Secretary; and each provides an annual report to the council at least 28 days before the AGM.
Where the council resolves that the activities of any regional committee or craft group are not in the best interests of the association, it may withdraw its approval, and a special general meeting shall be convened to decide whether to disband it. The records, accounts and funds of all committees, branches and groups are the property of the association and, on cessation, are forwarded to the Treasurer.
The statement of purposes and rules may only be altered, rescinded or added to by a three-fourths majority of the full and emeritus members who vote in person or by proxy at a general meeting. Any changes are notified to all members at the earliest practical opportunity.
2.17.1 Journal. A journal of the association is produced and distributed to all members, with the annual subscription entitling members to a year’s subscription of the journal. It is published on a regular basis, not less than twice each calendar year. The editor is a member of the council and chairs the editorial board; editorial policy is otherwise independent of external factors.
2.17.2 Publicity. Only the President and Vice-President are authorised to speak on behalf of the association. The President may delegate this authority from time to time.
True accounts are kept of each receipt or payment and of each asset or liability. The Treasurer keeps all accounting books and records in the form the council determines, at the office or another place the council determines. Accounts are open to inspection by members at any reasonable time. Banking arrangements are authorised by the council on the Treasurer’s advice; accounts are accessible electronically, payments are made electronically wherever possible, and regular reports of payments and banking are provided to the Treasurer.
At each annual general meeting the members present appoint a person as auditor. If none is appointed, the council appoints one as soon as practicable. The auditor holds office until the next AGM and is eligible for re-appointment; the auditor may only be removed by special resolution. Casual vacancies are filled by the council until the next AGM.
The auditor audits the financial affairs of the association at least once each financial year and, having done so, certifies the correctness of the accounts and provides a written report to the members at the next AGM — stating whether the accounts exhibit a true and correct view of the financial position and whether the rules relating to the administration of funds have been observed. The auditor has access to the accounting records and may require information, employ assistants and examine council members or servants of the association.
Except as otherwise provided, a document may be served on a person by giving it to the person; by leaving it at, or posting it to, their last known postal, residential or business address; by faxing it to their fax number; or by emailing it to their email address.
A dispute between a member (in their capacity as a member) and the association is to be determined by a single arbitrator in accordance with the provisions of the Commercial Arbitration Act 1986. This rule does not affect the operation of rule 2.7.3 (Appeal against expulsion).
