OVERVIEW

The following is an updated set of guidelines which is effective immediately and for the following seasons. For the enjoyment and safety of all, Members, their spouses, children and guests are requested to adhere to it. Members must be responsible for their household activities and must be conscious of their guests’ safety. Each guideline has evolved from a real need or problem over the years.

As our numbers increase and our Island operations become more complex, two areas of concern become apparent. We must protect both our surroundings and our resources; we also must remember to respect each other’s privacy and personal enjoyment of the Island. Adherence to safety guidelines, good communication skills and a recognition of personal responsibility are paramount.

Privacy, preservation, conservation and tranquility are fundamental tenets of the way in which the Island is operated. We are a small community, and this community is made up of both Members and Staff. Members need to communicate with each other; need to learn the routines of the staff and need to let the management team know of their requirements.

The Trustees represent family needs and are there to answer questions and concerns. On Island, however, the most effective communication is directly with one another. To help facilitate communication a sign-up board is located by the back door of the Farmhouse. Its function is to help in the coordination of activities and vehicle use. Finally, good communication sometimes means respecting boundaries. In order to nourish the wonderful resource we have in Staff, we ask that the interior of the Farmhouse be considered off-limits except for Island business, visiting the Store and product pick-up.

Roque’s natural resource conservation program is reflective of the Island’s commitment to ecological stewardship and should be respected. We ask that Members continue to remind uninvited visitors to respect our signs. Every such visitor who is approached can spread the word regarding the firmness of our commitment.

Respectfully submitted,

The Board of Trustees     

November 18, 2020

COMMUNICATION

General

The reality of life in an island environment is that we all live in close proximity to one another and spend a great deal of time with one another. Staff, Members, and guests are expected to respect professional and personal boundaries. In order to ensure that relationships among individuals do not interfere with the Island operations, Staff and Members/guests are expected not to selectively fraternize with each other during off-duty hours. Group activities between Staff and Members/guests, promoting inclusive participation with all, are encouraged.

Welcome Letter

An up-to-date welcome letter from the staff is posted on the cork board in the kitchen of each house. The letter gives current information concerning the house, animals, boats, vehicles, Staff, and other information pertinent to making a Member’s stay enjoyable. Information should be shared with all guests.

Website

Roqueisland.com has up to date information, including the family directory, the reservation schedule, the boat schedule and even what produce is available.  The webmaster is John Patrick Higgins.  Please contact him, should you have additions or changes to be made.(jhiggins@mac.com)

Sign-Up Board

The Sign-Up Board is located outside the back door to the Farmhouse. Staff’s whereabouts, which Staff member is on duty, the ferry schedule and upcoming Island activities, will be posted there. Sign-up for the boats, vehicles are also there. Coordinating the use of Island equipment and resources is very important to ensure that all Members have an equal opportunity to plan their activities and utilize the various items available to them. If you should encounter a conflict with another household, please try to resolve it directly with that household. Consult the Caretaker if you should have any other questions or concerns regarding activities or scheduling.

Internet

All homes are fully set up for internet.  Each house has it’s own WiFi.  The password is the same for all homes.  While we make every attempt to make sure that the internet is running properly for each house, some outages may occur due to weather.  Please be prepared to use your own wifi hotspots in case of any outages.    

EMERGENCY

In the case of an emergency, contact the Staff immediately. If for some reason Staff is unavailable, contact: 

U.S. Coast Guard, Jonesport: 207-497-5700 

Maine State Police Orono: 800-432-7381

In case of a medical emergency, go to the emergency room at the Downeast Community Hospital in Machias.

ARRIVALS & DEPARTURES

Cleaning Days Between Reservations

In an effort to reduce the cleaning time between visitors, there is a 10 AM boat provided for those leaving the island.  Arrivals are not to arrive any earlier than the 5 o’clock boat of the day of your reservation.  

There will be no exceptions unless private arrangements are made between two Members whose reservations are abutting and who do not wish house-cleaning services. The House Reservation person must be advised in advance of any such changes.

House Cleaning Prior to Departure

It is expected that each house will be left clean and in an orderly manner after each Island visit. The following are guidelines to help leave the house in general good order:

·      Beds stripped; all sheets & towels delivered to the laundry area (When guests leave early, wash, dry and fold their linens when possible);

·      Books, games, toys, hobby items, etc. put away in their proper place

·      All trash containers emptied

·      All horizontal surfaces in the kitchen wiped down

·      Dishes washed, dishwasher running

·      Refrigerators cleaned out of all prepared food and produce (which need to be properly disposed); leave only condiments – such as mustards and mayonnaises – that may be used by following parties

·      When a house is left in an unacceptable condition, the member responsible will be assessed for any additional time needed. 

Island Staff are not available to provide mainland transportation. 

MEMBERSHIP & ELIGIBILITY

Eligibility for Reservations

Any Member who is 21 years old or older and in good standing may make a reservation.

Besides a Member, a Member’s spouse may make a reservation.

A Member who is 18 years old may reserve the Patten’s Cove Cabin with sponsorship of any full Member (21 years or older) who is in good standing.  

The surviving spouse of a deceased member may make a reservation and retains the responsibilities of the deceased member until remarriage. The surviving spouse has no voting rights.

No reservation card will be mailed to any Member who is not in good standing whose account is in arrears and unpaid, or who has committed specified policy violations. An exception may be made for Members with past due accounts if prior arrangements have been made with the Treasurer or Comptroller to pay the bills in installments. It is the individual Member’s responsibility to make such arrangements.

Until accounts have been totally paid (or acceptable arrangements for that payment have been made), no Member may ask to receive any of the various Island services.

Inactive Members.

A member may put their membership on temporary hold by choosing “inactive status” by paying an annual inactive fee in lieu of Tier I dues. The annual inactive fee is $860 for Members under 30 years of age, and $1,145 for all other Members.  

Any Membership change from active to inactive must be submitted to the Board in writing no later than December 31 of the year preceding that which a member intends to change their status.

An inactive Member may visit the Island only one time every five years and only as a guest of an active member in good standing and in residence.  They must have their inactive fees paid in full, in advance of visiting the island as a guest.  If an inactive member chooses to return to active status within the 5-year period, the inactive member will be responsible for active level back dues from the prior years of inactivity.

Relinquished Member

A relinquished member is one who pays neither annual Tier I dues nor the annual inactive fee. Relinquished members have waived all visitation and voting rights. To return to active member status, a relinquished member will be required to pay a reinstatement fee to be determined by the Board of Trustees up to an amount equal to the annual Tier I dues multiplied by the number of years of relinquished status.

Billing

ANNUAL DUES INVOICE: The annual dues invoice is issued in the New Year and includes annual Tier I dues for all members. Tier II fees, if applicable, may be sent out separately. Members are encouraged to select and pay for Tier III membership, such as Farm beneficiary or one of the farm clubs, at this time. The cost of farm club memberships purchased while on island will include a 20% surcharge.

POST-VISIT INVOICE: This invoice includes any costs incurred during a visit to the Island, such as for groceries, the shopping surcharge, purchases from the island store, late joiner in farm clubs, etc. and any extraordinary expenses such as reimbursement for property damage.

Please note that there will be a 3% fee for bills charged to credit cards.

Payment of all invoices is due upon receipt. Invoices not paid within 60 days will be assessed a 5% penalty charge which will accrue monthly.

No Member with a past due invoice will be permitted to make a reservation or visit the Island.

Dues for New Members

Members are not required to pay annual dues until they reach the age of 21 and are able to rent the Red House. 

The Tier I dues for the year that a Member reaches the age of 21 will be prorated based on the number of months remaining in the year beginning with the month immediately following the Member’s 21st birthday. However, a member who turns 21 after August 1st will not be required to pay membership dues until the following year.

HOUSES

House capacities

• Red House = 12 persons

• Gardner House = 17 persons

• Monks House = 18 persons

• Patten Cove Cabin = 4 persons

The size of any group staying at any one time in any one house is limited to the number of beds (excluding day beds & cots) in the given house.

Over-filling any one given house results in taxing the septic systems (which were designed for specific occupancy numbers), water & food supplies, Staff, and infrastructure.

Violation of this policy will result in a Member’s loss of good standing.

House Reservations

Each house will have a person in charge of reservations, who will put together a schedule in time for the Annual Meeting to which all Members are invited.

Arriving without a reservation

Members who have not made a reservation or who otherwise arrive unannounced should not request services of Island Staff and not expect to use one of the houses even if unoccupied.

Red House Cancellations and Changes

After the Annual Meeting, any changes in reservations must be communicated to the reservation’s person by phone or e-mail 30 days prior to the scheduled visit or the Member will remain responsible for the per diem obligation for the entire reservation, unless a replacement can be found. Cancellations before the Annual Meeting are permitted without penalty.

Additional dates that become available through cancellations will be posted on the Roque Island website.

Island Use Fees and Per Diems

All hosting members will incur an Island Use Fee of $200 per day of occupancy. In order to more accurately reflect the impact each visitor has on island resources, an additional surcharge of $100 per day will be included in the use fee for hosts of groups with 13 or more guests. 

Per Diems for the Red House

The Trustees have set a per diem rate in the Red House of $225 for groups with a cumulative total of 6 or less and $350 for larger groups. This rate is in addition to the use fee for this house.

There is a reduced rate for the “shoulder seasons”. i.e. May and October, of $125/$225.

Per Diems for the Cabin

The Trustees have set a per diem rate in the Cabin of $50 a day.  Cabin visitors are not subject to the Island Use Fee.    

Vehicle use is not included other than drop-off and pick up on arrival/departure days.                          

Fresh water, ice and firewood can be delivered by the staff. A gas grill is provided.                                             The Cabin is “Camping style” – out house, no electricity, camp kitchen. Members and guests will need to bring their own sleeping bags, etc.

Members 18 to 21 years old are permitted to use of cabin under provisional basis with revocable rights and must be sponsored by full member who assumes all risk and financial obligation.

Off-Season Occupancy (all houses except the cabin)

The costs of opening, closing and heating the houses are significant. There is an opening/closing charge of $300.

The houses are generally closed from November to May.  There may be variations depending on the weather, so please contact the staff.

GROCERIES

Weather permitting, shopping days are Mondays and Thursdays. Please notify the Staff of your needs at least 5 days prior to your arrival. For subsequent supplies, grocery orders should be submitted by 6 p.m. the night before a shopping day.

In accordance with the laws of the State of Maine, Staff is will not purchase alcohol for Members under the age of 21.  All goods procured by Island Staff will be subject to a shopping surcharge.

PRIVATE CLEANING AND COOKING SERVICES

Cleaning services by the Staff are not available during a Member’s stay.

If a Member desires such services, or cooking services, the staff may be able to provide recommendations (please note that such services may not always be available). In such cases, the Member bears the responsibility for the private service provider and is responsible provide a room for all private staff within their house.

GARBAGE

Recyclable: Roque Island actively recycles. Please be mindful of these guidelines (posted in all Houses) and rinse all items clean. The recycling center will not accept them otherwise.

Burnable: Paper products, lint and rags – NO plastic, styrofoam, metal or glass.

Returnable: Beverage cans & bottles (in Maine this includes juice containers) – marked “ME deposit” only.

Slops: (for chickens and pigs): food scraps and dairy only – NO eggshells, coffee or tea grounds, onion peels, citrus peels, banana peels, meat, bones or bacon grease!

Compost: Eggshells, coffee grounds, tea leaves & bags, onion peels, citrus peels, banana peels, corn husks/leaves and flowers. – Bones and meat scraps are for garbage only.

All other waste: Anything that CANNOT be burned, recycled, fed to the animals or composted is to be set in a separate bin to be taken off island. Broken glass and other dangerous garbage should be placed in the pail under the sink. There is a can for bacon grease under the sink as well. Please request a special bucket for large quantities of seafood shells; these are either kept for the chickens or disposed of on the shore.

GUEST BOOK

Please respect this document as we are creating something of permanence, which will be enjoyed by future Members. Limit entries to one line. Use only fountain, roller ball or ball point pens (felt tip pens bleed into the paper). Please supervise young children and ask guests to record names and dates only.

REMOVING ITEMS

Please notify the staff and the appropriate House Committee before removing anything from the houses for repair or conservation.

REPAIRS & IMPROVEMENTS

Notify the staff only of immediate necessary repairs. Pass on suggestions for improvements to the Chairperson of the appropriate House Committee. Notify the Operations Committee of any other questions/concerns.

FIRE SAFETY

OUR ONLY PROTECTION AGINST FIRE IS PREVENTION

Please BE EXTRA CAUTIOUS. Determine the location of fire extinguishers and fire ladders when settling into the house. Check to see that smoke detectors are operating. Ask the Staff about fire drills and other emergency procedures. Please DO NOT LIGHT FIRES in the stove(s), fireplaces, or furnace if you are not well practiced in doing so – the Staff is available to demonstrate the lighting and maintaining of fires. Do not leave open fires.

The Island has a new fire trailer to help prevent the spread of fire, which should be in place for all bonfires.

WATER CONSERVATION

In times of summer drought at the Island the Staff will notify everyone that minimum use of water is requested until otherwise notified. Please always try to conserve water. We have only one spring to supply our needs.

BOAT TRIPS

General Information

In order to facilitate planning and schedule staff responsibilities, as well as creating greater efficiency with the operations of the Island, the Trustees have given their support to a basic ferry schedule to and from Roque Island. Tides permitting, the Joseph Peabody will make three to four trips per day during the spring, summer and fall seasons. The schedule of daily trips will be circulated every year in the spring and posted on the Roque Island web site.

These trips are scheduled to allow docking and transfer of goods on both the Island and the Mainland. When the Peabody is unable to land at the Shorey Cove pier because of low tide, some of the daily trips will have to be made in the smaller boats (indicated by the word “SKIFF” immediately following the scheduled trip time). Please plan to transfer large amounts of luggage on or off the Island when the Peabody is able to come into the float.

The Peabody will operate according to this schedule. Call the Staff to confirm which boat trip you will be taking (“empty” trips will be cancelled). Island tours cannot interfere with scheduled trips.

Island boats will not operate later than 9 PM during the high season and 6 PM in the off season; nor will they run when the wind chill factor is less than 0° Fahrenheit or foul weather is deemed too great for safe transport.

PLEASE NOTE: the capacity of the Jos. Peabody is 18 persons (including the captain). U.S. Coast Guard demands that we adhere to conveying no more than this number of persons.

Special Boat Trips

Unscheduled trips to and from Roque Island may be requested at a flat fee of $100 per trip, staff schedule permitting. A $500 Boat Fee will be assessed for boats after 8pm, and there will be no boats after 9pm.

Sight-seeing trips around the island and other points of interest may be arranged at the rate of $50 per hour. 

BOATING AND DOCK SAFETY

Use of boats

Competency for use of Island boats must be confirmed by the Boatman. Any family Member who wishes to use a boat should sign up on the Sign-Up Board at the Farmhouse. All boat users should indicate where they will be going; have a chart (paper or digital) with them; and ensure that they are familiar with the operating controls and proper procedure for usage. A handheld radio is available for use and is recommended. 

The following boats are available for use:

Polly

The Polly is available to Members and their spouses only. The Polly is easy to handle in mild sea conditions. Although it can be operated in shallow water, the Polly should not be beached.

MAXIMUM CAPACITY = 6 (1200 pounds).

Sand Peep II

The Sand Peep II is available to Members and their spouses only. The Sand Peep II should not be brought to the float for any purpose other than picking up passengers. It should not leave Shorey Cove without clearance from the staff. Please remove oarlocks before docking alongside Sandpeep II.

MAXIMUM CAPACITY = 4.

Kayaks

Adult supervision is requested for persons under 14. Kayaks must only be used in the protected waters of the Thoroughfare.  In any case, persons using kayaks should be aware of the strong tidal currents around islands and be alert to changing weather and wind.

Row Boats & Dinghies

Dinghies should not leave Shorey Cove.

Adult supervision is requested for persons under 10. 

MAXIMUM CAPACITY = 2 adults or 1 adult and 2 children.

The Staff skiff (so marked) is off-limits to all as it must be available at all times for Staff use.

M/V Joseph Peabody and M/V Little Spruce

The Peabody and Little Spruce are exclusive to Island operations. 

The Peabody can be hired for $50 per hour (this rate is for sight-seeing purposes only). Due to insurance guidelines, only qualified members of the staff may operate the Peabody on excursions.

MAXIMUM CAPACITY = 18 persons (including the captain).

Life Jackets

In accordance with Maine State Law all persons under the age of 16 must wear life jackets at all times when in watercraft of any kind. Larger boats will be outfitted with the proper number of life jackets. Extras will be stored in the white box on the pier and should be returned after use.

Children

Young children should not be on the piers or in the boats without adult supervision. Do not expect Staff to watch them.

Damage to Boats

Members will be financially responsible for damages, and any associated costs, to boats caused by anyone in their household.

VEHICLES

DRIVE SLOWLY at all times being mindful of human, animal, and plant life

and varying conditions of the terrain.

Family Use

We encourage people to walk! We have beautiful trails and scenery better enjoyed from the “hoof.” The vehicles are to be considered more as a tool for projects requiring heavy equipment (like trail work) or picnics too large for a knapsack.

A speed limit of 15 mph is required at all times on the entire island. Please check with a Staff member and host Member before using a vehicle. To avoid conflicts, please try to coordinate use with others who are on the Island.

Drivers are required to have at least a learner’s permit.

Vehicles Available for Use

The family truck and/or Mule.

* Use of one of the farm vehicles to transport materials for a bonfire, etc. may be coordinated through the staff.

Damage

Members will be financially responsible for damages, and any associated costs to vehicles caused by anyone in their household. If irresponsible behavior occurs with regard to the vehicles a person’s right of use may be revoked. 

Off-Road Use

No recreational driving is allowed on the beaches or through the fields. Exceptions are made on occasion when transporting large equipment to the Beach. 

Respect signage limiting use of roads and trails. These signs are for both vehicular and ecological protection.

FARM

Children under 8 must be accompanied and supervised by an adult in the Farmyard.

Chores

The Staff welcomes anyone who would like to try his or her hand at milking or doing other farm chores. Please coordinate with the farming staff.

Farm Club Memberships  

In an effort to support the aspects of the Farm that individual Members may care for, a number of clubs have been created for annual subscription. Members are strongly encouraged to sign up at the time of the annual billing. Otherwise, a 20% surcharge is added to the Farm Club membership fee and charged directly to the Member’s account if utilized while on-island. The Clubs currently available are:

·      Farm Benefactor (meat, poultry, dairy & eggs, and garden as well as generous additional support to the Farm)

·      Farm (meat, poultry, dairy & eggs)

·      Garden (garden only)

·      Naturalist (supports efforts that maintain & enhance our natural resources & trails)

For questions about the clubs, please contact Farm Committee or the Natural Resources Committee regarding being a “Naturalist.”

Other Animals

Please be mindful of all the animals in the barnyard. Some of them may be very young, old and/or vulnerable, and some may be nasty and antagonistic. It is best to leave the animals alone and ask the Staff about them when in doubt or curious. Please follow Staff advice at all times in the barnyard.

Horses

Our horses are all retired now; but they have done us good service and still need care.  Please do contribute to their retirement fund by joining the Horse Club.

Dogs

All dogs must be under the control of their owners at all times.

Please do not let them run loose; they must be leashed in the Farmyard. Members will be responsible for any unusual damage that occurs as a result of their (or their guest’s) dog’s actions.

VISITORS

Members and their Guests

A Member or a Member’s spouse must be present as host for all personal visitors whether arriving privately by boat or by Island transportation. Invited guests shall not exceed the bed capacity of the reserved house(s) except for special “large” events which must have prior Board approval. These events are defined by an unusual number of boat trips during one day and/or the use of more than one house.

Off-Island Visitors

The Roque Island archipelago is private property and access is granted by permission only with the exception of day picnickers on the north end of Great Beach (see details below).

BACKGROUND

·      The Roque Island archipelago is a wildlife conservation area. RIGHC protects sensitive ecological habitats. Scientific projects may be in progress at any time in areas not known by visitors. The Great Beach is on Maine’s List of Critical Areas for protection.

·      Roque Island is a populated island with a busy program of agricultural, forestry and conservation projects. The staff is responsible for the security, neatness and privacy of the Beach for its fee-paying Members who are financially responsible for maintaining it.

·      Under the laws of the State of Maine there is no public access to any of the beaches except for “fishing, fowling and navigation”. There are no longer any fish in the harbor. The sandy shoreline does not support ducks in the hunting season. There can be no need for navigation.

·      These Guidelines and Procedures are similar to those in operation at many other refuges and environmentally sensitive areas.

GUIDELINES:

1.      Visitors are asked to remain on the northern end of the Beach beyond the marker pole.

2.      The suggested “carrying capacity” of the northern end of the Beach is 10 persons.

3.      Visitors may not advance inland; walk on the sand dunes or beach grass, which are sensitive ecological niches.

4.      Out of respect for the pristine nature of the Beach no fires, fireworks, firearms, music, dogs or collection of driftwood or any other objects are permitted.

5.      Following the “Leave No Trace” guidelines of the Maine Island Trail Association visitors, on leaving the Beach, are asked to remove everything they have brought with them.

6.      Visitors are expected to respect the privacy of Roque Island’s fee-paying Members and their guests.

Groups visiting the Islands

Defined as groups with a single purpose: i.e. educational, scientific or historical. All groups must apply to the Island Manager in writing at least one month before a desired date understanding that, usually, only off-season dates are possible and that July and August are reserved for families only. Smaller groups under this heading may be contacted and hosted by an interested Member or spouse. All Members in residence as well as the staff will be notified of group visits. The following are the established guidelines:

1.      Small groups should have a designated representative for contact with the Island staff and visiting Members of RIGHC. The designated representative will be responsible for the orderly conduct of his or her group.

2.      Individuals or small groups may be asked to identify themselves and provide a means for re-contact should that prove necessary.

3.      The individual or the designated representative will sign a Waiver of Personal Responsibility provided by RIGHC. 

4.      All visits will conclude by 5 PM to permit a final inspection by an island representative.

5.      Following the visit, a typewritten letter of acknowledgement addressed to Roque Island is requested.

6.      In an emergency, visitors may contact the staff by mobile telephone 

TRAIL WORK

General Information

Trail work is much encouraged! The Trail Committee and the Natural Resources Committee will put together a list of priorities and post it on the Sign-Up Board at the Farmhouse. Before initiating a trail, please check with the Natural Resources Committee.

We strongly urge working with a buddy if using a chain saw or an ax. Please clean and replace all tools when finished with them. Members are responsible for any unusual damage done to the tool by any member of their household. Also, please be mindful of ecologically sensitive areas (e.g. areas in proximity to bald eagle’s nests).

Please contact the Trail Committee with specific questions about trail clearing; and check the map on the farmhouse bulletin board for trail clearing suggestions.

CAMPING

Please notify Staff of a visit, intended site and length of stay. Demands on the Staff should be kept to a minimum (i.e. a single drop-off and pick-up).

Low Impact Camping

“Low impact” camping by Members is permitted on Roque and the outer Islands. Stays should be of brief duration (under 7 days), and with extreme sensitivity to our on-going conservation program (e.g. proximity to eagle nests or sensitive flora).

Fires & Trash

Fires should be below the highwater mark. All trash should be removed after the stay.

FIREARMS

Governing Rules

The use of firearms on Roque Island shall be governed by:

·      Rigorous safety precautions

·      Use of appropriate equipment

·      Consideration of others

·      Respect for wildlife

·      State of Maine hunting regulations

The Staff will maintain a record of identifying data of any firearms left on the Island.

Size Limits

Members are requested to limit their choice to a total of two firearms per person: a shotgun and/or small caliber rifles not to exceed .22 caliber (except when hunting). Every effort should be made to pick up casings, particularly from shotguns.

Times & Sites for Use

Use of firearms is strongly discouraged during high season. Time for practice or hunting should be with due consideration for the activities and concerns of other Members and their families. Members must notify the Manager and other Members in residence on the Island when and where they will be practicing or hunting.

Practice site

Is restricted to the gravel quarry. Hunting in other areas is permitted in season only.

Skeet shooting

Skeet shooting over the water is illegal in the state of Maine. All skeet shooting must be done in the gravel pit with prior permission from the Manager.