Types of Board Functions within Dutch Foundations (Stichtingen)

Becoming a board member at a foundation registered in the Netherlands

Are you ready for a leadership role within a Dutch foundation? There is a high demand for board of directors to run non-profits. They are meaningful, fulfilling roles that require some commitment and expertise. The four main functions are chairperson, secretary and treasurer and general board member.

Chairperson

The chairperson role requires the following skills and is expected to perform the following tasks, sometimes in collaboration with other board members. The exact details of the duties may vary and are laid down in the articles of association, but the chair is always at the core of the administrative process.

Leadership: The chairperson chairs board meetings, manages the agenda, and ensures a positive atmosphere and efficient process.
Coordination and Initiative: He or she coordinates board activities, takes initiatives, and ensures policy implementation.
Representation: He or she acts as the face of the foundation to external parties, such as at conferences and important institutions.
Supervision and implementation: He or she checks that decisions are complied with and tasks are carried out by other board members.
Monitoring of the articles of association: He or she evaluates whether the foundation remains within the legal framework and objectives.
Facilitating of the decision-making: He or she makes sure that all perspectives are considered and helps resolve internal conflicts.
Signing: May be a co-signatory of official documents and banking transactions

Treasurer

The treasurer of a foundation manages the finances, keeps the accounts (cash, bank, creditors/debtors), draws up the budget and the annual financial report, takes care of payments and invoicing, and reports on the financial status to the board, whereby a strict separation between private and foundation funds is essential for financial stability. Key responsibilities involve:

Financial Management: He or she manages cash, bank accounts, income, and expenses.
Administration: He or she keeps financial records, including cash and bank books, invoices, and payment obligations.
Reporting: He or she prepares the budget, annual financial report, balance sheet, and profit and loss statement.

Key responsibilities

Payments and Invoicing: Making payments, collecting funds (membership fees, donations), and sending invoices.
Tax matters: Taking care of tax returns.
Membership administration: Managing the financial aspects of membership administration (if applicable).
Subsidies: Applying for subsidies.
Contacts: Maintaining contact with the bank, accountant, or administrative office.

Responsibility and Integrity

Integrity: The treasurer is ultimately responsible for the finances and must always put the interests of the foundation first.
Separation of Funds: Absolutely no mixing of private and foundation funds.
Cooperation: Informs the board about the financial health and cooperates with the Audit Committee.
Articles of Association: The exact duties and powers are described in the foundation's articles of association.

Secretary

The main tasks of a foundation secretary are to take care of written communication, take minutes of meetings, manage the (digital) archives and correspondence, keep track of (member) records, draw up the agenda and monitor action points, and report changes in the board to the Chamber of Commerce. In short, the secretary is the ‘writer’ and documentarian of the board, ensuring the correct recording and distribution of information.

Key responsibilities

Communication: Writing letters, emails, and press releases on behalf of the foundation.
Minutes: Taking minutes and reports of board and member meetings, including decisions and action points.
Archiving: Managing all incoming and outgoing correspondence and documents (digital and physical).
Administration: Keeping track of membership lists and providing support with membership administration where necessary.
Meeting organization: Drawing up the agenda and ensuring the correct distribution of documents.
Legal matters: Reporting changes to the board to the Chamber of Commerce (KvK).
Monitoring action points: Ensuring that agreed action points from meetings are followed up

Important notes

Tasks can be divided: Although these are the standard tasks, tasks such as membership administration or minute-taking can be delegated to another board member, a committee, or even an external person (clerk/minute-taker).
Articles of association and regulations: The exact tasks and powers of the secretary are laid down in the articles of association or the internal regulations of the foundation.

General Board Member

A general board member of a foundation is jointly responsible for determining and implementing policy, monitoring finances (in collaboration with the treasurer), and representing the foundation externally, with tasks often divided among other board members such as the chair, secretary, and treasurer, with joint ultimate responsibility for achieving the statutory objective. IN larger teams, some are experts in a field (law, social media, fundraising, human resources) and are then dedicated to additional special tasks but they remain registered as general board members with the Chamber of Commerce as there are legally only 4 types of board member functions.

Key responsibilities:

Policy formation and implementation: Contributing ideas and helping to determine the main lines of the foundation's policy and strategy.
Financial management: Ensuring sound financial management, including drawing up budgets and monitoring financial health, often in close collaboration with the treasurer.
Organization and coordination: Coordinating activities, setting up projects, and ensuring their proper implementation.
Representation: Acting as the face of the foundation to the outside world, towards members, partners, and other stakeholders.

Explore Volunteer The Hague and Den Haag Doet 's volunteer vacancies to find the right board function for your set of skills and interests!