RP Resident’s Welfare Task Force Rule Book

We will build a healthy and diverse community by pooling our resources, sharing our skills and working cooperatively. A community where everyone is respected, well-nourished, and adequately housed, and basic infrastructure and utilities are available for everyone.

A community of residents is a group living in the same geographic area who form an association or committee to manage shared concerns and improve quality of life. In RP, housing is dispersed and spread across blocks and plot sizes. A single undivided committee can create perceptions of bias and erode trust. The solution is autonomy through responsibility sharing and equal rights of representation.

RP is divided into five zones for equal representation. Except the Record holder, teams should include one member from each zone.

1. Left wing. Starting from the main barrier of the RP entry gate on the left and right side of the main avenue up to main Jamiya Masjid Roshan Pakistan. Includes housing and plots of 50 × 90.
2. Right wing. Starting from Street 13 up to main Saifia chowk, including Street #1 and the extension area beyond Street 1. Includes plot sizes 35 × 70 and 30 × 60.
3. Center. Starting from main Jamiya Masjid Roshan Pakistan including streets 22, 26, 42, 43 ABCD, 44 and streets on the left of the main avenue except Imtiyaz Avenue / C block. Includes plot sizes 35 × 70 and 30 × 60.
4. Upper left. Starting from the end of Street 43; streets that converge to Imtiyaz Avenue, mostly C block. Mostly plots of 30 × 60, with exceptions.
5. Upper right. Starting from Saifia Chowk on the right of the main avenue to the society boundary up to street 2020, mostly B block. Mostly plots of 35 × 70, with the exception of street 2020.

• Unconditional brotherhood and support within community leadership and volunteers.
• If any community leader or volunteer is in need, it is the highest priority of leaders and volunteers to help that member in every possible way.
• If RP society management takes undue action against any community leader or volunteer, it is considered action against the whole community.
• Community leadership or volunteers are not responsible for any individual act of another leader or volunteer unless it is a task from community leadership under defined community procedures.

• Everyone serves voluntarily; once joined, following basic rules and discipline is mandatory.
• The Board has oversight like a regulator or auditor: mechanisms for optimum process/progress, and basic rules and principles for the work.
• Every Lead and task group has specific goals (tasks and targets) for a one-year tenure.
• Tasks and targets are given to the Lead; they plan micro-level tasks against a timeline and share details with the Board.
• The Board reviews and formally approves each Lead’s plan/roadmap after deliberation.
• After Board approval, details are shared through the Record holder in the volunteer group.
• The Board reviews performance every quarter and shares feedback respectfully against goals.

• Board members
• Volunteers
• Development Lead
• Maintenance Lead
• Security Lead
• Welfare Lead
• Community Connector Lead
• Information / Record holder

Purpose

• Set the direction of the community’s initiatives
• Devise rules and procedures for long-lasting working relationships
• Promote unity and discipline among residents
• Devise yearly tasks/targets with clear boundaries after discussion with volunteers, based on residents’ questions and requests
• Disseminate tasks/targets to Leads based on roles and responsibilities
• Act as regulator with regular (e.g. quarterly) oversight of Lead performance
• Provide formal guidelines to Leads for improvement

Structure

• Total of 5 members
• One member nominated from each zone
• Members are voted in by the volunteer group

Meetings

• Board lead holds quarterly meetings for progress and performance review
• At least one meeting every quarter to review each Lead against tasks/targets
• Board lead may call urgent meetings when required
• Meetings should not proceed if a member is missing; if a member purposely refuses, do not delay indefinitely
• Prerequisites: clear agenda in advance; attendees accept invite; updates from Record holder; monthly updates collected; satisfaction form for Lead review; well-defined problem/requirement statement when needed

Eligibility

• Volunteer in the community for more than 1–2 years (consecutive or non-consecutive)
• Must have served a professional organisation staff function
• Must not be a property consultant, business partner, or employee of RP society

Term: Three-year defined term for board members. Board lead rotates about every six months (every 2nd board meeting). Members are replaced one by one after completing term or on resignation—not all at once.

Responsibilities

• Arrange free and fair voting per this document (or newly approved rules that become part of it)
• Final authority on decisions regarding structure of the welfare group
• Review performance of Operations Leads
• Stay connected with Record holder and Leads for guidance
• Devise rules when undocumented situations arise
• Approve micro tasks/targets and roadmaps from Leads
• Develop SOPs, work instructions, JDs, and conflict-management rules when needed
• Evaluate and approve BOT (self-budgeted) tasks; oversee audit after completion
• Meet at least every three months
• Facilitate mediation in conflicts among leads, team members, or volunteers
• Odd number of members so decisions can be made by vote

• Volunteer group is the think tank of the committee
• Every member of all Leads (Teams) is also a member of the volunteer group
• Volunteers play an advisory role
• Any resident who wants to participate under this structure may join the volunteer group
• Volunteers must understand the structure and agree with existing rules
• Every Functional Lead member must serve as a volunteer for at least 3 months
• Volunteers are a reserve pool for replacements when required
• Board may seek advice from specific volunteers or the whole group
• Volunteers may suggest solutions; Board analyses workable suggestions with the relevant Lead
• Board may attach volunteers to a Lead for a task, or ask them to help with conflict resolution
• Board may ask volunteers to vote (hands, WhatsApp poll, or for/against opinion)

General eligibility for volunteer nomination

• Permanent resident of the society
• Residing in the society for at least two years
• Age 30 years or above
• A relative or business partner should not already hold any Key Role
• Share expertise, intended contribution, outside contributions, available time, and any associations with board/leads or society contractors/employees before nomination

• Every Lead (Team) is constituted on the basis of zones—one member elected from each zone
• Among the five members they may select a Lead by mutual understanding
• Lead shares frequent updates with the Record holder
• Lead builds/delegates work within the team within two weeks of nomination
• Lead cannot terminate a team member; report reservations to the Board via Record holder
• Ensure respect and unity; name a point person for absences
• BOT / resident-contribution work needs prior Board approval via Record holder
• Respond to legitimate resident questions within 48 hours
• Protest calls only with clear agenda after coordinating with Board, Leads, and volunteers
• A resigning Lead may continue as a team member but cannot be Team Lead again for the rest of that working year

Term: One year from accepting responsibility. Teams may keep the Lead for the full tenure or rotate by mutual consensus.

Leads must not commit to RP management for enforcing or collecting additional charges on residents. Work involving resident contributions goes to the Board through the Record holder; Board may constitute a separate collection group after resident consensus.

Tenure notes

• Each elected member has a 3-month probation; actual tenure starts when the Board is satisfied they understand and can perform the role
• Tenure is 1 year but may be extended; Board may extend if change would harm ongoing projects

Termination

• Permanent or temporary relocation from RPHS
• Conviction by a court of law
• Direct or indirect engagement with RPHS management employment
• Resignation accepted by Board or Record holder (minimum 4 weeks’ notice, or earlier if a replacement is appointed)
• Unsatisfactory performance for two consecutive quarters, after due process

Coordinates with RP management to get incomplete development work done.

Same charge/contribution rule as other Leads: no committing residents to extra management charges without Board process via Record holder.

Tasks & targets

• Roads
• Electricity — dedicated supply, DPs and transformers, street lights
• Pedestrian footpath
• Sewerage system
• Water supply
• Gas supply
• Signology
• Boundary wall for gated community

Coordinates with RP management for maintenance; team should be resident and take up urgent maintenance issues; devise complaint raise and resolution workflow.

Same charge/contribution rule as other Leads: no committing residents to extra management charges without Board process via Record holder.

Tasks & targets

• Roads repair/maintenance
• Electricity — local failures, DPs, underground cables, transformers, street lights
• Pedestrian footpath repair
• Sewerage, water, signology repair
• Security barriers repair
• Landscaping and roadside paint of dividers and speed breakers
• Boundary wall repair where available
• Approval / maintenance of limited entry / exit points

Coordinates with RP management for security work; team present in society for urgent security issues; provision and maintenance of security infrastructure and manpower.

Same charge/contribution rule as other Leads: no committing residents to extra management charges without Board process via Record holder.

Tasks & targets

• Review/reporting of security contracts between management and security company
• Oversight of limited entry and exit points
• Availability of security gadgets
• CCTV installation, control, and monitoring
• Logging of entry/exit of people and vehicles, especially at vulnerable hours
• Sufficient deployment at entry/exit points
• Barriers/barricades when required
• Scan and search for suspects/incidents
• Reporting to local law enforcement; incident SOPs and emergency calls
• General complaint management for security issues

Coordinates with RP management where needed and with community connectors for resident social welfare. Flexible rules; combines tangible work and social activities.

Same charge/contribution rule as other Leads: no committing residents to extra management charges without Board process via Record holder.

Tasks & targets

• Maintenance of masjids and facilities at the masjid
• Graveyard
• Landscaping and horticulture
• Parks, playgrounds, and amenities areas
• Social activities (Lead may develop its own tasks and targets for social work)

Fosters connections, collaboration, and community building—networker, facilitator, communicator, listener, problem-solver, partner, advocate, information hub, community champion, and bridge-builder.

Composition

• One Community Connector elected for each zone (five in total)
• They may choose one member as Lead for up/down and peer information flow
• Five zone WhatsApp groups; a WhatsApp Community including all five; Connector Lead manages the community

Responsibilities

• Keep RP residents united
• Share frequent WhatsApp updates; summarised written updates by the 15th of each month
• Take formal Lead updates from Record holder and summarise for residents
• Gather legitimate questions/concerns and feedback; submit formal update reports to Record holder
• Handle resident-specific concerns privately or direct to the respective Lead
• Address team call-signs instead of personal Lead names in resident updates
• Welcome new residents; keep WhatsApp a healthy discussion forum
• Maximise participation and active membership
• Prefer door-to-door survey twice a year; register new residents and update records
• Share monthly activity with Record holder; mobilise for joint efforts when needed
• Assess engagement and present membership ladder data every 6 months

Engagement ladder

Connectors assess members and help move people up this ladder, presenting data about every six months.

• Active members · عملی شریک

  Active members of the community

• Engaged · عملی طور پر حمایت کرنے کو تیار ہیں

  Understand the community structure and are willing to help or protest if needed

• Curious · متجسس

  Aware the community exists; active listeners; may ask questions; may not show up due to lack of trust

• Inactive · غیر فعال

  Joined WhatsApp or remain in contact; unsure if they will protest or join activity

• Isolated · الگ تھلگ

  No one reached them, or they intentionally do not want to be part of the community

• Unsupportive / against · کھلے عام مخالفت

  Open confrontation; intentional sabotage including leakage of community data or messages

Eligibility & term

• Volunteer for more than 1 year (consecutive or non-consecutive)
• Professional organisation staff experience
• Not a property consultant, business partner, or employee of RP society
• Able to manage WhatsApp groups; time and ability for socialisation
• Able to lead activities independently without undue influence

Term: 1 year

Don’ts

• Must not try to control or influence any other Lead
• Should not be associated directly or indirectly with development activities (conflict of interest / unity risk)

Document controller / records custodian—manages accurate, up-to-date records and communications.

• Maintain all formal and informal, inward and outward, internal and external records
• Own external formal communication and replies, especially with RP management
• Correspond on internal communication among Board, Leads, volunteers, and stakeholders
• Attend Board, Leads, and volunteer meetings; take notes and release minutes/action items
• Keep soft/hard copies and produce them when Board, Leads, or connectors need them
• Help Leads document updates, micro tasks/targets, roadmaps, and external correspondence
• Collect Lead updates for Board evaluation and preserve decisions and recommendations
• No voting or opinion-making right in Board or Lead meetings
• Keep Board updated about Lead cooperation on documentation and updates

Induction of volunteers

• Volunteers are added about every 3 months, or on special need
• Requirements announced in general resident groups via community connectors
• Willingness in the resident group is forwarded by Connector to Record holder
• Record holder issues a performa for details and expertise
• After review, nominee receives a volunteer OATH form to read, understand, and sign
• After OATH, Record holder adds them to the volunteer group with a welcome note
• Board Lead is informed and appoints a point person within 48 hours to brief the newcomer

Nomination

• Must enrol as volunteer before nominating for a Key Role
• Must agree with existing rules; submit nomination to Record holder
• If a zone fails to nominate, Board may ask existing volunteers to complete quorum for that zone
• Record holder forwards nomination and details to Board; nominee prepares plans against predefined tasks/targets

Election process

• Board calls a general meeting of volunteers; agenda and nominee profiles shared in advance
• Each nominee presents plans; voting by hand, sequential opinion, or WhatsApp if absent
• Process may be virtual (WhatsApp) in special circumstances
• Record holder maintains voter and process records
• Elected Key Roles take oath to follow guiding principles, defined processes, and not misuse information

Voting rights

• Only volunteers vote
• Volunteers understand these rules, serve (or are willing to serve) voluntarily, value unity, and share skills/resources within capacity