HOW TO WRITE A TENANCY CONSTITUTION (AN EXAMPLE)

This article is intended for landlords, care takers and tenants in a given compound or area. Its main objectives are to aid any property owner write a constitution to govern his property with rules and regulations that would be suitable for the occupants. We have written related articles in the past but decided to include this one with an already written example. Please find and replace every word in bracket with the word that suites what you are writing.
Author – Martins Chima


We the people (tenants/occupants) of (address); having firmly and solemnly resolved: To live in unity and harmony as one people dedicated to the promotion of peace, unity progress and cooperation, and whereas we willingly and mutually have agreed to provide for a working constitution (rules and regulations) for the purpose of promoting the welfare of all persons (tenants/occupants) in (address) on the principles of social justice, freedom and equality and for the purpose of peaceful co-existence DO HEREBY MAKE, ENACT AND GIVE TO OURSELVES the following constitution:

Article 1: General Provisions 
Section 1: Supremacy of the constitution.
Without prejudice to the provisions of the constitution of the Federal Republic of Nigeria or any other law for the time being in force in (address) this constitution is supreme and its provisions shall have binding force on all manner of persons (occupants and or tenants) or groups/families in (address).

Citation     
This constitution shall be cited as the constitution of tenants of (address).
Section II: Rights and Obligations of Occupants
2a. Every member shall abide by the provisions of this constitution
b.   Every occupant(s) shall promote peace and shall refrain from pursuing or indulging in any act as may be inconsistent with and/or inimical to the overall interest(s) of the occupants.
c.   Every occupant(s) shall have the right to actively participate in the activities and meaningful discussions of the tenants.
d.   Every occupant/household head or his/her next of kin specifically husband or wife shall be entitled to benefit(s) as may be contained here under or as may be prescribed by the committee of tenants or any other body authorized by the committee to do so.

Obligations
For the purpose of peaceful co-existence amongst tenants we hereby willingly and mutually agreed (not by compulsion) to abide by the following rules  
i.        That on no account shall a tenant(s) engage in fighting one another or engage in activities or quarrels that can lead to physical combat or cause injuries.
ii.     A case of quarrel or disputes that my likely lead to un-peaceful co-existence should be reported to the committee of tenants for consideration and reconciliation. A defaulter shall be fined (amount). In the case of fighting both parties should present a token sum of (amount) to the committee before the case is presented for hearing. However, a defaulter is bound to forfeit this deposit and may even be asked to pay additional fine, depending on the enormity of the offence committed or as deemed right by the committee of tenants.
iii.   Tenants should ensure that their children or wards do not engage in acts that are likely to result in fight. However in the case of children fighting, parents are expected to act with understanding, caution or ensure that this does not escalate. But if the matter could not be resolved at that moment and the matter is brought before the committee of tenants both parties should be bound by the decision of the committee and the case should not be pursued further or else the committee should then stand her ground to resist or defend her ruling by supporting the party which had earlier been adjudged innocent on the issue.
iv.   In further pursuance of peace amongst co-tenant(s) of the above address, a tenant(s) should recognize in accordance with the constitution of the Federal Republic of Nigeria, the inalienable rights liberty or freedom/independence of a tenant(s). However, a tenant(s) should not allow these rights to encroach unduly into the territory or become a threat to the right, peace or freedom of another tenant; for instance, music must be played or tuned at a moderate volume or level.

Environmental Protection/Personal Hygiene   
1.         Every household must participate fully in the monthly state established clean-up exercises or any other within and around the premises.
            A defaulter should be made to pay a fine of (amount).
2.         Every tenant/household should join in the fight against filth by maintaining personal and general hygiene in and around the premises. Indiscriminate littering of refuse is highly prohibited.
a.         Wastes should be properly disposed; children’s pools should be regularly evacuated
b.         Every tenant(s) or household should own the generally recommended waste bucket for the yard in order to avoid incurring the wrath of government agency responsible for environmental cleanliness.
                        Any defaulter on these environmental requirements should be made to pay a fine which should be decided by the committee of tenants or bear the charges which may be brought against the yard or tenants by government agency as a result of the tenant’s non-challant attitude.

Meetings      
A meeting of tenants should hold every first Wednesday of the month or any other day as deemed right and suitable by the committee of tenants. An emergency meeting can also be convened to meet up pressing issues. These meetings should be presided over by the chairman of committee of tenants or his deputy or any other person assigned to do so by the chairman in his absence.

a.      The chairman and members of the executives are elected to serve for a period of two years.
b.   Any tenant(s) who refuses to abide by these rules and or recognizes the authority of the committee should be seen as an enemy of peaceful co-existence. The committee is therefore empowered and supported by other tenants to consult with the landlord or his agents or representatives to ensure the eviction of the unyielding and un-co-operative tenant(s).
c.   Absenteeism during meetings without formal notice coupled with genuine reason(s) shall attract a fine of (amount) while lateness to meetings attracts a fine of (amount).
d.   A monthly dues of N50 shall be paid by each tenant/household head.

Accommodating Visitors / Squatters
a.   Tenant(s) shall not accommodate strangers or squatter of doubtful characters.
b.   Visitors, strangers/squatters who are not blood or close relatives of tenants who may be staying beyond the period of two days, shall be admitted on the permission of the executive committee of the tenants.
c.   Any tenant(s) found to be involved in criminal act(s) should be evicted.
d.   In the case of admitting new tenant(s) this committee should prevail on the landlord and or his agents or representatives to consider the opinion and interests of the existing tenants before such new tenants are admitted.
e.   Whereby it has been found and proven beyond reasonable doubt that a tenant(s) is troublesome and or was becoming a threat to peace of other tenant(s) this committee should prevail on the landlord or his agents/representatives for the eviction of such a tenant(s) or household. Especially where the continued presence of such occupant(s) in (address) would endanger the live(s) of other tenant(s).
             
Functions, Ceremonies/Events
Every tenant is expected to co-operate as directed or demanded by the committee in the case of the demise of a fellow tenant or his/her relation as follows:
a.   If a tenant dies (either husband or wife) other tenant(s) should be levied a sum of money as may be decided by the committee, which shall be used to attend the burial of the decease.
b.   If a tenant(s) has cause to celebrate and invites the occupants/tenants as a body, the invitation shall be honoured through massive attendance, and the tenants should present gifts as follow
c.   If a tenant weds or a tenant’s daughter or son weds and invitation is extended to other tenants as a body, such an invitation should be accompanied with one crate of Guinness brand of malt drinks Garden eggs/sauce (Ose Oji in Igbo language) 2 packets of cabin biscuits while in response, the tenants shall honour the invitation through massive attendance and token gifts of (amount) in cash, a souvenir worth (amount). In appreciation the host/hostess shall ensure that all tenants in attendance were adequately entertained.
d.   in the case of child-dedication the host/hostess shall present as a token for invitation one crate of Guinness brand of malt drink, Garden eggs and one packet of cabin biscuits. In response, the tenants shall honour such invitation through massive attendance and present as gifts (amount) in cash, and a presentable gift item worth (amount).

Executives/Functionaries
There shall be a committee of tenants/occupants, whose duty shall be to deliberate and take decisions on issues affecting the occupants/tenants of (address of the house).
This committee shall be the supreme body that will take decisions which shall be binding on all tenants/occupants of the said premises.
The committee shall be made up of:
(a) A chairman, who is the head and who shall preside over all meetings of the tenants.
(b)  A  secretary who shall record minutes of meetings, receive          correspondences, and write mails and matters concerning the occupants or tenants of the said address.
(c) A treasurer who shall be in charge of the treasury of this committee, receive funds to keep for the committee and any funds raised for the interest of the tenants 
(d) Financial secretary who shall record all financial issues of the committee.
(e) PRO (Public Relations Officer) who is equally the information/ publicity officer.
These shall be the executive body of the committee of tenants, who shall implement the provisions of this instrument.   

The contents of this document was read in English language and interpreted in local languages (Pidgin English and Igbo languages) to all tenants resident in (address), as at this date ( e.g. 23rd December, 2013) and duly signed by the under mentioned;
_____________                              
Chairman                                          
Committee of tenants)                    

_____________
Secretary
(Committee of Tenants)

_____________________
Representative of Non-Committee Member

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