Launched on 1st November 2018, the day when the school first started back in 1946, the Alice Smith School Foundation has been established to support the philanthropic work of the school and further enhance our commitment to education in Malaysia. As the oldest not-for-profit British international school in Malaysia, our Foundation establishes an avenue for parents, alumni, staff, students, corporate organisations and friends to contribute meaningfully, expanding our reach, scope and work to a wider local community in transformational ways and maintaining the legacy of our school.
Over the years, the generosity of our donors and volunteers have enabled our Foundation to create meaningful impacts on the lives of the impoverished community, fulfilling the dreams of our future generations and supporting various environmental work in keeping our Earth sustainable. Our Foundation has been supporting Kechara Soup Kitchen Malaysia, Free Tree Society, Gibbon Conservation Society and working in partnership with local schools. Funds are also raised to secure the future of the school and its long term sustainability being a not-for-profit school.
In 2022, our Foundation received our first philanthropy award- the CASE Circle of Excellence Award; having won a Bronze Award in the category of targeted campaigns and appeals (COVID-related) for the #BuildKindness- Support the Urban Poor fundraising campaign, benefitting Kechara Soup Kitchen Malaysia. Alice Smith is the only school to receive recognition in this category alongside reputable universities worldwide.
In this Constitution:
| ASSA | means The Alice Smith Schools Association |
| Board | means the Foundation Board delegated power by the Council of Governors to manage the affairs of the Foundation under the Delegation Policy |
| Council of Governors | mean the Governors of ASSA |
| Foundation | means The Alice Smith School Foundation |
| Governor | means any governors of ASSA |
| Secretary | means the secretary to the Council of Governors or such other person designated by the Board and approved by the Council of Governors to perform the duties of the secretary to the Board. |
2.1. The Foundation has been established to support the philanthropic work of the school and further enhance the commitment of the school to education in Malaysia.
2.2. The primary aim of the Foundation is to raise awareness and financial support from the community for enhancements in these five areas of funding:
2.2.1. Scholarships and Bursaries
2.2.2. Community
2.2.3. Special Educational Projects
2.2.4. Building and Facilities
2.2.5. Endowment
2.3. Soliciting donations and gifts will support the school in achieving its vision “to lead the pursuit of excellence in learning through nurturing, inspiring and enriching the lives and characters of young people”.
3.1. The role of the Board is to provide strategic direction and leadership to, and to oversee the governance of the management of the Foundation for the purpose set out in Clause 2.
3.2. The business of the Foundation shall be managed by the Board and the Board shall oversee and approve the following:
3.2.1. the annual fundraising plan for the Foundation including priorities and targets;
3.2.2. the allocation of contributions across the five areas of funding as specified in Clause 2;
3.2.3. the distribution of funds; and
3.2.4. the annual report on the activities of the Foundation for presentation at ASSA’s annual general meeting.
3.3 Members of the Board shall act as ambassadors for the Foundation, supporting fundraising by offering strategic advice, assisting with introductions and connections in the wider community and suggesting potential donors to the Foundation.
4.1. The Board shall comprise a minimum of five (5) members.
4.2. At least 50% of the membership of the board shall be Governors.
4.3. All members of the Board shall be approved by the Council of Governors on an annual basis and serve at the sole discretion of the Council of Governors.
4.4. Members may resign at any time by giving a notice in writing to the Secretary.
5.1. The Board shall meet at least three (3) times during ASSA’s academic year.
5.2. Matters arising at any meeting shall be decided by a majority of votes and each member shall have one vote. In the case of an equality of vote, the matter will be referred to the Council of Governors whose decision shall be final.
5.3. The Head of School or their designate shall be invited to attend the meetings of the Board.
5.4. The quorum necessary for the transaction of business by the Board shall be three (3) members of the Board and the Head of School or their designate, of which at least one of the members of the Board shall be a governor.
5.5. The Chair of the Board shall be appointed by the Council of Governors.
5.6. Should the Chair of the Board be unable to attend a Board meeting, the Board shall appoint a replacement Chair for that meeting.
5.7. The Secretary shall give at least fourteen (14) days notice of each Board meeting and shall provide the following administrative support to the Chair of the Board:
5.7.1. distributing meeting agendas and collation of meeting documents in advance of the Board meeting;
5.7.2. taking minutes of the meeting and recording all action items arising from the meeting; and
5.7.3. making available to all Board members minutes of meetings and all documents forming part of the Board’s meeting packs.
5.8. As the Board is a sub-committee of the Council of Governors, all minutes of Board meetings shall be made available on the Council of Governors portal and shall be included in the meeting pack for the next Council of Governors meeting.
6.1. All members of the Board shall comply with the Code of conduct for Foundation Board members.
6.2. All members of the Board shall be members of ASSA.
6.3. All members of the Board shall disclose any interest and/or connection they have with respect to any third party who may have dealings with the Foundation.
7.1. The Board is authorised to raise funds and allocate them for the purposes specified in Clause 2 and to manage such funds within the delegated authority stipulated in the Financial Management Policy.
7.2. The financial books and records of the Foundation shall be maintained by ASSA in accordance with all applicable accounting standards.
7.3. The Board shall provide a statement on a termly basis of the financial activities of the Foundation to the Council of Governors.
7.4. On an annual basis, the Board shall prepare an administration budget of the Foundation for approval by the Council of Governors.
7.5. A written report on the activities of the Foundation shall be published annually and presented at ASSA’s annual general meeting.
@ Copyright of The Alice Smith School
The mission of the Alice Smith Schools Association (ASSA) is to provide an outstanding British education for a successful future. Its vision is to lead the pursuit of excellence in learning through nurturing, inspiring and enriching the lives and characters of young people.
ASSA is managed by a Council of Governors. On 11 October 2018 the Council of Governors:
• approved the establishment of The Alice Smith School Foundation (the Foundation) for the purposes set out in the Foundation’s Constitution; and
• delegated power to manage the affairs of the Foundation to the Foundation Board on the terms specified in the Foundation’s Constitution.
The role of the Foundation Board is to provide strategic direction and leadership to, and to oversee the governance of, the management of the Foundation for the purposes set out in the Foundation’s Constitution.
The Council invites interested and experienced individuals who are able to contribute their skill and expertise to become members of the Foundation Board. It is important that all members of the Foundation Board understand their roles, responsibilities, expected standards of conduct and best practice.
The following is not a definitive statement but is concerned with the common understanding of broad principles and procedures by which individual members of The Alice Smith School Foundation Board will conduct themselves.
1. No legal authority to act individually on behalf of the Foundation, regardless of position on the Foundation Board.
2. No authority to instruct any staff of the school to disclose information, make arrangements for or take any course of action unless such authority has been expressly granted by the Foundation Board.
3. Collective responsibility for all decisions made by the Foundation Board, whether or not there is personal agreement with these decisions.
4. A duty of care to act in the long term best interests of ASSA and the Foundation and to act fairly and without prejudice.
5. Engagement in open governance and decision-making with as much transparency as possible.
6. Mindful of the responsibility to maintain and develop the ethos and reputation of ASSA.
7. Follow relevant school policies and procedures in making or responding to criticism or complaints affecting the school or the Foundation.
8. Accept that a position as a member of the Foundation Board involves the commitment of some amounts of time and energy.
9. Fully prepare for and contribute to meetings of the Foundation Board.
10. Attend over 80% of all meetings of the Foundation Board and explain in advance any absence to the chair of the Foundation Board as a matter of courtesy.
11. Contribute actively to the work of the Foundation Board.
12. Work as part of a team with mutual respect expressing views openly, truthfully, courteously and respectfully.
13. Support the Chair of the Foundation Board in his/her role of ensuring appropriate conduct at meetings and otherwise.
14. Develop effective working relationships with the Head of School and relevant members of the school’s management team.
15. As a professional courtesy, if communicating with school staff as a member of the Foundation Board, ‘cc’ the Chair of the Foundation Board and the Head of School.
16. Information shared electronically or otherwise will be kept strictly confidential and only be used in performing duties in supporting the school and the Foundation.
17. Information obtained as a member of the Foundation Board will not be used for personal benefit or to benefit any other organisation if it has been obtained in confidence or has special value such as commercial sensitivity.
18. Observe confidentiality regarding proceedings of all meetings of the Foundation Board.
19. Exercise the greatest prudence at all times when discussions regarding school business and the Foundation arise outside of Foundation Board meetings.
20. Not receive any financial or non-financial benefit by virtue of Foundation Board membership
21. Avoid any potential conflict of interest at the start of any meeting by declaring this interest, should the situation arise.
22. Offer to leave the meeting if you have any pecuniary or other business interest (including those of people related to you) in connection with the Foundation Board’s business, and if any such conflicted matter arises in a meeting.
23. Not use Board membership for personal gain or that of immediate family or of another person or association.
24. Act in the best interests of the school as a whole and the Foundation and not as a representative of any group or company.
