Select Board reviews draft RFP for Loon Pond Lodge, debates contract length, pricing and capital cost split

The Select Board held a first reading of a draft request for proposals for the management of Loon Pond Lodge and associated event operations, seeking feedback on proposed contract terms and financial reporting requirements.

Staff noted the current operator (DBA Cranberry Catering and Boston Tavern) has a contract that expires March 29, 2027, and recommended issuing an RFP about a year ahead of the end date to accommodate event bookings. Key proposed changes in the draft included lengthening the contract from three to five years (which would require town-meeting approval), requesting a single flat monthly fee to provide consistent revenue, and specifying a 60/40 town/operator cost allocation for capital improvements (town to perform capital work but seek partial reimbursement from operator).

Board members repeatedly asked for detailed financial statements from the current operator, including breakouts of food sales, alcohol sales, event fees and operating costs, to evaluate whether a flat-fee approach preserves town revenue. Staff reported the last arrangement produced about $121,000 per year on a fixed flat fee and that utilities paid by the operator total roughly $28,000 per year. Members also raised questions about town access (use for elections and other events) and about what happens to operator-funded capital improvements if a contract ends; staff clarified the town would retain ownership and could include deed/contract language to address procurement and reimbursement.

The RFP remains at first reading; the board asked staff to incorporate the requested financial transparency, consult the town clerk on event conflicts, and prepare the RFP timeline so the process could align with town‑meeting schedules if a five‑year contract (requiring approval) is pursued.