To ensure your association is legally able and in full compliance when it comes to making those critical decisions that drive you forward, start by creating a timeline with all the required governance meetings. Check your articles of association for convening times, methods, requirements, and when pre-reads need to be circulated. If you're an AISBL looking to make certain changes to your articles of association, be sure to hold your meeting in Belgium and book a notary well in advance, their services are very popular in May/June.

💡 As you plan, check your AoAs and bylaws:

• How many board meetings are you required to hold (in person, online, in hybrid format), and when do they need to be announced and scheduled?
• Are there any critical decisions that need to be made at the general meeting (e.g. elections, changes in AoAs) that require supermajorities, and special quorum? 
• Is a sufficient number of members in good standing? When do you need to send convening notices? When are agendas and pre-reads due?
• Do your articles of association need updating?

Your board is the backbone of your organization, and it's crucial to protect them from potential risks. Check which mandates are due to expire and who can be elected or re-elected according to your articles of association. Ensure you understand the terms and number of re-elections, and renew your board liability insurance to keep your board in good standing.

💡 Remember to:

• Check board requirements (e.g. legal or natural persons, nominations, number of terms)
• Schedule compliant elections and file board renewals and replacements with all relevant registers within the required timeframe
• Decommission board members who are no longer active to minimize risk to volunteers and remain in good standing

In these turbulent times, robust financial management is essential for association stability. In addition, banks are increasingly vigilant about Anti-Money Laundering (AML) and Know Your Customer (KYC) requirements, making it crucial to maintain transparent and compliant financial practices. Make sure to file your annual accounts and - if applicable - quarterly VAT reports on time to avoid fines and other serious risks. Declare your taxes, and keep your bank informed about governance updates and your financial situation.

💡 Ask yourself:

• Have our budgets and annual reports been approved by the general meeting in line with legal and statutory requirements?
• Are our financial records up-to-date, and have we paid all due taxes?
• Are we maintaining a good relationship with our bank, and are they aware of changes in governance?

Your members are the lifeblood of your association, and it's essential to stay on top of their needs. Send invoices, collect dues, and ensure your member register is up-to-date and compliant with the Belgian Company and Association Code. This not only helps you be prepared for those critical general meetings when you need to know who's eligible for voting and who is not in good standing, and it ensures that you're meeting key legal requirements.

💡 Remember to:

• Keep your member register up-to-date and compliant
• Send invoices and collect dues in a timely manner
• Communicate clearly with your members about their needs but also their roles and responsibilities in decision-making

With an increasing number of cases becoming public of serious fines for associations and their members due to compliance breaches, every secretariat member, and every member volunteer involved in the work of your association has to play a critical role in ensuring that anti-trust, data-protection, and legal identification are met. Ensure that they are equipped with the training, tools and guidance to comply and check in before any critical meeting or communication

💡 Ask yourself:

• Are our anti-trust policies up-to-date? Do team members and meeting chairs understand them and know how to enforce them?
• Are we fulfilling our requirements as a data controller? Do we adhere to data protection principles of purpose limitation, transparency, data minimization, accuracy, and storage limitation? Are data processing agreements with suppliers up-to-date?
• Are we using the full name of the association + 'a(i)sbl/(i)vzw' on all official communication to ensure their legal validity?

As we look ahead to 2025, two key pieces of legislation may have a significant impact on your association: the Belgian legislation on structured electronic invoices and the EU Data Act.

• Structured electronic invoices will become compulsory for nearly all transactions between Belgian enterprises liable to VAT (B2B) from January 1, 2026. If your association has Belgian company members and is registered for VAT, it will be required to be ready in just under a year. There are detailed technical requirements for e-invoicing that will need to be met; so, check with your advisors of your accounting firm for compliant systems that can be scaled up to EU-level by 2030.
  
  
• The Data Act has introduced new rules regarding the access, use, and sharing of data generated by connected products or related services. While small nonprofits may have some exemptions, they're not entirely exempt from the Data Act and will need to comply with its obligations by September 12, 2025.

While compliance may seem like a burden, it ultimately protects your association, its members, and its mission. Take these steps today to ensure a stronger, more resilient organization tomorrow:

👉 Create a compliant governance calendar for 2025
👉 File your financial and statutory changes in good time
👉 Invest in team & volunteer compliance training  
👉 Stay informed about emerging legislation  

Effective governance and compliance do require ongoing attention but need not be overwhelming. By taking a systematic approach to these requirements, your association can focus on its core mission while maintaining strong organizational foundations.