Tips for a well-organised association
- Background
- Edited 24 March 2025
- 2 min
- Managing and growing
- Rules and laws
To set up an association, a vereniging in Dutch, you do not really need anything apart from a mutual decision to do so . Nevertheless, it is sensible to arrange some things officially. How do you actively involve your members in your association? And how do you limit your liability as a board?
1. Register with the notary
It is not mandatory to set up your through a civil-law notary. But if you do not, a board member cannot legally represent the vereniging and is personally liable. Formation through a civil-law notary makes governing easier and limits risks. The articles of association set out the vereniging's main rules. In addition to the purpose and target group of the association, you lay down the representation and the right to vote.
The articles of association also set out how role appointments and other changes are made. If you want to change the articles, a civil-law notary must arrange this.
2. Internal regulations
The articles of association do not regulate everything. As an association, you write down other rules in internal regulations. The vereniging can easily change these itself. These regulations cover things such as:
- How do you become a member, what about membership fees?
- What are the duties and powers of the board?
- How do the board and members decide?
- When are meetings held?
- What are the rules for the use of facilities by members?
3. Involve more members
In addition to the chairperson, secretary, and treasurer, a vereniging can appoint other board members, who, for instance, lead a committee . By setting up committees and giving members tasks, you as a board actively involve more members in your activities. Committees focus on membership recruitment, events, infrastructure or communications, for example. It may be wise to take out insurance for damages suffered or caused by volunteers.
4. Follow a planning cycle
A board can make new proposals to members in an annual plan and budget. If you want to look further ahead, you draw up a policy plan or multi-year plan.
After a financial year, you inform the members about the finances and other results. At least once a year, during a general members' meeting, members can vote on those results. They can also vote on new proposals and the appointment and dismissal of directors.
If the general members' meeting approves the results, the members “release” the board. The board is then no longer liable for the results in the past association year. With director’s liability insurance, a board is insured against claims for damages following managerial misconduct.
5. Board changes in the Business Register
An association established through a civil-law notary can be found in the KVK Business Register by anyone. When there is a change of board, it is important to report this. The Business Register records who is authorised to sign and liable for the vereniging at that time. So, others can check in the register who represents the association.
If you are no longer in office as a director, it is important that this is also recorded in the Business Register. Otherwise you remain liable even though you are no longer active. Is your association also required to register ultimate beneficial owners (UBOs)? If so, make sure your association also changes the details in the UBO register.
