NOTICE OF 2020 ANNUAL GENERAL MEETING Australian Airports Association Limited ACN 008 647 336 Wednesday, 25 November 2020 1:00pm – 1.30pm (AEDT) (via videoconference) MESSAGE FROM THE CHAIR Thank you for your ongoing support of the Australian Airport Association Limited (AAA). I have the pleasure of inviting you to attend the 2020 Annual General Meeting (AGM). Notice is given that the annual general meeting of Australian Airports Association Limited (ACN 008 647 336) (Company) will be held on Wednesday, 25 November 2020 at 1:00pm – 1.30pm (AEDT) via videoconference. This Notice includes a copy of all supporting meeting papers. Additional copies of the AGM papers are available by contacting the Company Secretary, Glen Bortolin, at the AAA Office on (02) 6230 1110 or [email protected]. AGM OVERVIEW The 2020 AGM will be held as a virtual meeting. To register please click on the following link: https://register.gotowebinar.com/register/7217965492811184400 AGENDA (Annexure A) GENERAL BUSINESS 1. Welcome & Introductions 2. Apologies The Chair to advise the meeting of any notable apologies for the meeting including directors. 3. Quorum The Company Secretary will confirm to the meeting that a quorum has been reached – minimum of 25 Category A – Airport Members. 4. Welcome to New Members (Annexure B) A welcome is extended to new members by the Chair. ORDINARY BUSINESS 5. Minutes of Annual General Meeting 2019 (Annexure C) To receive and confirm the minutes of the Annual General Meeting held on 20 November 2019 at the Gold Coast Exhibition and Convention Centre. The Chair will confirm with members the reading of the Notice of Meeting and members will consider and be asked to approve the minutes of the 2019 AGM. 6. Presentation of Financial Statements, Directors Report and Auditor’s Report 30 June 2020 (Annexure D). To receive and consider the following: (a) Financial statements and accompanying notes thereof for the financial year of the Company ending on 30 June 2020. (b) Director's report for the financial year of the Company ending on 30 June 2020; and (c) Auditor's report on the financial report for the financial year of the Company ending on 30 June 2020. Level 1, 55 Blackall Street Barton ACT 2600 T +61 2 6230 1110 I E [email protected] www.airports.asn.au ABN 89 008 647 336 7. Chair’s Report (Annexure E) This report will be tabled as being read. 8. Appointment of Directors (Annexure F) To provide details of the elected Board Directors and their Alternates. SPECIAL BUSINESS 9. Resolution – Appointment of Auditors OTHER BUSINESS _______________________________________________________________________________________ 10. To transact any other business that may be brought forward by those in attendance. 11. Annual General Meeting 2021 To confirm to members the date and location of the 2021 Annual General Meeting. MEETING CLOSE Level 1, 55 Blackall Street Barton ACT 2600 T +61 2 6230 1110 I E [email protected] www.airports.asn.au ABN 89 008 647 336 OTHER INFORMATION Who may vote All Category A Members of the Company (or, in the case of Category A Members who are not individuals, the representative appointed pursuant to Article 4.13 of the Constitution). At member registration for the AGM, it is important that any person designated as the 'official voter' for each eligible voting member, be pre-determined and identified as such at that time. Please note article 7.20 of the AAA Constitution, which states that if any annual subscription fee is due and payable by a member and is not paid, or the member is suspended, then the member has no right to be present at, be counted among the quorum for, or vote, whether in person or by proxy, attorney or representative at a general meeting of AAA. Proxies A Member of the Company who is entitled to attend and vote at the meeting has a right to Appointment appoint a proxy to attend and vote for the Member at the meeting. A proxy need not be a Member of the Company. Proxies To be valid, a proxy form must be received by the Company by 1 hour prior to the Lodgement scheduled start of the meeting noted in the notice of meeting (Proxy Deadline). Proxies may be submitted: • by email to [email protected] A written proxy appointment must be signed by the Member or the Member's attorney. Where the appointment is signed by the appointer’s attorney, a certified copy of the authority, or the authority itself, must be lodged with the Company to the abovementioned email address by the Proxy Deadline. See Annexure G for a copy of the proxy form and further instructions. Member The Chair and Board welcome member input and note that members will have a Participation reasonable opportunity at the AGM to: • ask questions and make comments on the management of the Company. • ask questions in relation to any matter of business to be covered at the meeting including the financial statements of the Company. Should you have any questions please do not hesitate to contact the Company Secretary, Glen Bortolin, on 02 6230 1110 or email [email protected]. Sincerely, Tom Ganley AAA National Chair Australian Airports Association Date: 5 November 2020 Level 1, 55 Blackall Street Barton ACT 2600 T +61 2 6230 1110 I E [email protected] www.airports.asn.au ABN 89 008 647 336 AAA ANNUAL GENERAL MEETING 2020 - ANNEXURE A AGENDA AGENDA AAA 39th ANNUAL GENERAL MEETING DATE: WEDNESDAY 25 NOVEMBER 2020 TIME: 1.00pm-1.30pm (AEDT) VIA VIDEOCONFERENCE ITEM DESCRIPTION ANNEXURE General Business 1 Welcome & Introductions 2 Apologies 3 Quorum 4 Welcome to New Members B Ordinary Business 5 Minutes of the 2019 Annual General Meeting C 6 Presentation of Financial Statements, Directors’ D Report and Auditor’s Report for 30 June 2020 7 Chair’s Report E 8 Board appointments F Special Business 9 Resolution – Appointment of Auditors Other Business 10 Other Business Close of Meeting 11 Annual General Meeting 2021, Sydney 12 Meeting Close Level 1, 55 Blackall Street Barton ACT 2600 T +61 2 6230 1110 I E [email protected] www.airports.asn.au ABN 89 008 647 336 AAA ANNUAL GENERAL MEETING 2020 - ANNEXURE B NEW MEMBERS New Members since the last AGM The Australian Airports Association welcomes the following new members during the year: Member State Airports (in alphabetical order) Bland Shire Council NSW Cambridge Aerodrome Tas Colac Otway Shire Council Vic Gunnedah Shire Council NSW Gympie Regional Council Qld Hay Shire Council NSW Hinchinbrook Shire Council Qld McKinlay Shire Council Qld Moreton Bay Regional Council Qld Northern Peninsula Area Regional Council (Bamaga Airport) Qld Walgett Shire Council NSW Corporates (in alphabetical order) Ascend by Cirium NSW Avsec Group NSW Chief Group Services NSW CEIA S.p.A NSW Collins Aerospace NSW Cooper Grace Qld Droneshield NSW Dormakaba Vic Eifers Vic Elenium Automation Vic Environpacific Qld Freightquip Vic Gamuda Australia NSW JP Project Management NSW Magnetic Automation Vic Minter Ellison Qld Safety Grooving Australia WA Sanitisation Station NSW Tango 5 Aviation Vic Thales Australia ACT Level 1, 55 Blackall Street Barton ACT 2600 T +61 2 6230 1110 I E [email protected] www.airports.asn.au ABN 89 008 647 336 ANNUAL GENERAL MEETING 2020 - ANNEXURE C MINUTES FROM PREVIOUS MEETING Minutes Annual General Meeting 20 November 2019 Gold Coast Exhibition and Convention Centre General Business 1 Welcome and The Chair welcomed members and opened the meeting at 8.15am. Introductions 2 Apologies There were no apologies. 3 Quorum and Formal The Chair asked the Company Secretary whether the appropriate quorum Opening of Meeting requirement had been met. The Company Secretary confirmed that the 25 member minimum numbers had been met. 4 Welcome for new The Chair provided a welcome to new members, both airport and corporate members members, thanking them for their support. Ordinary Business 5 Minutes of 2018 AGM The Chair made note of the minutes of the previous meeting and called for any comments from meeting attendees. No comments were raised thereafter the Chairman asked for the members to approve the minutes of the previous meeting. Jenny Kox (Perth Airport) and Rod Evans (Port Hedland International Airport) seconded the minutes and subsequently the Chair confirmed that the minutes were duly approved. 6 Presentation of AAA The Corporate Services Director, Glen Bortolin, provided a brief overview of Financial Statements, the presented financial statements, including a high-level overview of the Directors Report and financial performance and position of the AAA for the year ending 30 June Auditor’s Report for 2019. the Year Ended 30 June 2019 Mr Bortolin asked if any members had questions about the presented financial statements, Directors and Auditors Reports. No questions were raised; therefore, the audited financial statements were accepted. 7 Chairman’s Report Mr Thompson provided a brief overview of the Chair’s Report presented in the Notice of Meeting papers. Mr Thompson advised that Caroline Wilkie will be stepping down as CEO in December 2019 and thanked her for her support and leadership over the past nine years and wished her well in her new role. He advised that Simon Bourke (Policy Director) will be Acting CEO until a replacement is found. No further comments or questions were raised. 8 CEO's Report The CEO Report was noted as read. No comments or questions were raised by meeting attendees. Page 1 of 4 ANNUAL GENERAL MEETING 2020 - ANNEXURE C MINUTES FROM PREVIOUS MEETING 9 Appointment of The Chair referenced the following board and alternate appointments during Directors the year: Directors Julie Stewart (NSW Director, Tamworth Regional Council) Jenny Kox (WA Director, Perth Airport) Norris Carter (Major Airport Director, North Queensland Airports Limited) Howard Aspey (SA Director, Whyalla Airport) Alternates Ben Howard (NSW Alternate, Parkes Shire Council) Amol Virkar (WA Alternate, Karratha City Council) No further comments or questions were raised.