DHARA Board Mtg – Oct. Agenda

Dominion Hills Area Recreation Association | Regular Board Meeting Agenda

October 8. 2020

To comply with Virginia’s COVID related state orders, DHARA Board meetings are being held via Zoom. 

Join Zoom Meeting: 
https://us02web.zoom.us/j/310259237
Meeting ID: 310 259 237

7:30 Call to Order

7:35 Approval of September 10 Minutes

7:40 Confirm Executive Committee Actions

7:45 Membership Recorder’s Report

7:50 Financial Report

8:00 Manager’s Report

8:15 Updates

      • Pool Rental to NCAP
      • Facilities and Construction Committee
      • Member Communications
      • Annual Meeting (Change By-Laws?) and Nominations
      • Swim/Dive Report
      • Winter Swim
      • Powhatan/Warrior Name Change
      • Long Term Planning  (if any)
      • Review Committee (Julie Jernigan/John Aldonas)

9:30 Adjournment

Signup Links for Week of Sept 20 PLUS Sunday Sept 27

Dear DHARA members:

Below are the Signup Genius reservation links for the week of Sept. 20-26 AND Sunday, September 27. This is our last open week of 2020, so get a dip in while you can! We will have further communications coming out soon to recap the season but from all of us to all of you, thank you for the patience and understanding this year.

Two-stage Process for Reservations

  • Registration opens at 9pm Thursday, September 17. Members initially will be allowed to make no more than one family swim reservation and one lap swim reservation.
  • On Saturday, September 19, around 10am, we’ll update these registration limits. Members then can book a second family swim reservation and up to one additional lap swim reservation for the week, choosing from available slots.
  • Use this special code for Signup Genius: dh2020 (do not share with non-members). When you sign up, use your first and last name, list any family members coming with you, and your DHARA Membership number (all required).

Reminders & Other Updates

  • Drop-in/walk-in options are still available (during lap swim times).
  • If you are unable to make your reservation, please cancel 12- 24 hours in advance if possible, so others might use the pool.
  • Our final day of the 2020 season will be Sunday, September 27 (and we’ll close at 5:15).
  • View current operating hours (toward bottom of the webpage).

The DHARA Board

Signup Links & Info

Below are the Signup Genius reservation links for the week of Sept. 13 – 19. Note: We’re happy to say that for the last two weeks of signups we’ve been able to add lap swimming from 7-8pm on Tuesdays and Thursday.

Two-stage Process for Reservations

  • Registration opens at 9pm Thursday, September 10. Members initially will be allowed to make no more than one family swim reservation and one lap swim reservation.
  • On Saturday, September 12, around 10am, we’ll update these registration limits. Members then can book a second family swim reservation and up to one additional lap swim reservation for the week, choosing from available slots.

Reminders & Other Updates

  • Drop-in/walk-in options are still available (during lap swim times).
  • If you are unable to make your reservation, please cancel 12- 24 hours in advance if possible, so others might use the pool.
  • Our final day of the 2020 season will be Sunday, September 27 (and we’ll close at 5:15).
  • View current operating hours (toward bottom of the webpage).

The DHARA Board

Drop-in/Walk-up Options

If there are open time slots that haven’t been reserved in advance, members can use the open slot(s) on a drop-in/walk-up basis — first come, first serve. This policy applies for all reservation types. Just log in and keep a close eye on the reservations openings pages, which allow you to see the open time slots.

During family swim time: Access will be granted access to the pool 15 minutes after the start of the time slot. This will help ensure people with a reservation have an area of their choosing, particularly important for those with young kids or lap swimmers. Any reservation made will be honored, right up to the last minutes.

During lap swim time: Members can use the 2 areas in the tank or the 4 areas in the deep end. These are not reservable times. One household will be permitted per section on a first-come/first-serve basis, and all members will be required to register at the front desk upon arrival.

Lounging Area: During each family swim time, we’ll have one available Lounging Area for up to two people in the same household — on a walk-up/drop-in basis. Loungers are not permitted to swim in the pool, however, if there is an open area, you can ask the lifeguard if you can jump in to briefly cool off. This Lounging Area is located on the cement upper deck between the baby pool and the bottom of the stairs.

And remember …

  • All members will be required to register at the front desk upon arrival.
  • Using a time slot in this way does not count against a membership’s reservation allotment.
  • Reservations made will be honored, right up to the last minute of the time slot. You are still permitted to be late to your reserved time slot.

Updates & Signup Links, Aug. 26

Below are the SignupGenius reservation links for the week of Aug 30 – Sept 5. Please remember that this summer guests are not allowed, and members of different households cannot share the same family swim reservation.

Two-stage Process for Reservations

  • Registration opens at 9pm Thursday, August 27. Members initially will be allowed to make no more than one family swim reservation and one lap swim reservation.
  • On Saturday, August 29, around 10am, we’ll update these registration limits. Members then can book a second family swim reservation and up to two additional lap swim reservations for the week, choosing from available slots.
  • Note: Use this special code for Signup Genius: dh2020 (do not share with non-members). When you sign up, use your first and last name, list any family members coming with you, and your DHARA Membership number (all required).

Reminders & Other Updates

  • Check out our many drop-in/walk-in options throughout the week.
  • If you are unable to make your reservation, please cancel 12- 24 hours in advance if possible, so others might use the pool. We’ve had a number of no-shows, and this leaves valuable pool time unused. We have also started monitoring no-shows.
  • In the next week, we’ll share our more limited September hours, which begin after Labor Day and continue until the last weekend in September.

The DHARA Board

Signup Changes, July 29 Update

Based on feedback from members about this week’s pool sign-ups, we are adjusting the sign-up process starting this coming week to make it more equitable for our members to have opportunities to attend the pool.

For the week of August 2-8, we will now have a two-stage process for reserving times:

  1. Registration will open at 9pm this Thursday, July 30, and members will initially be allowed to make no more than one family swim reservation and one lap swim reservation.
  2. On Saturday, August 1, around 10am, we will update these registration limits and allow members to book a second family swim reservation and up to two additional lap swim reservations for the week, choosing from among any time slots that are still available.

We expect to continue this two-stage sign-up process in the coming weeks. Note that in addition to these reserved times, there are about 100 drop-in/walk-up slots each week for the shallow tank and dive well during lap swimming sessions that members can access. And starting the week of August 9, there will be additional swim reservation slots added to the calendar, due to the conclusion of swim & dive team practices.

IMPORTANT: if you make a reservation that you know you are unable to attend, please cancel it as early as possible so that another member has time to rebook it. This will increase other members’ opportunities to enjoy the pool.

See the registration webpage for the lap swim and family swim signup links.

When you access the Signup Genius, you will need to use a special code (login and view the code on this page or check a recent email from Dominion Hills Pool). When you sign up, use your first and last name, list any family members coming with you, and your DHARA Membership number (all required).

Reservations and updates for the week of July 26

Make a Reservation for the Week of July 26

Note: Signups go live at 10PM tonight – This will be the same every Thursday before each new week begins (the weeks still run Sunday through Saturday).

Signup Reminders

  • When you access the Signup Genius links, you will need to use a special code (you must be logged in to view the code using the this link).
  • When you sign up, use your first and last name, list any family members coming with you, and your DHARA Membership number (all required).
  • Going forward, links to the reservation pages will be posted on the Dominion Hills website.
  • If you can’t make your lap or family swim reservation, please cancel/delete it, from your Signup Genius confirmation email. This helps ensure empty spots can be rebooked and used by those eager to enjoy the pool.

Buddy in Your Lane – New Lap Swim Option

To provide additional lap swimming opportunities, we will allow members who sign up for lap lanes to share their lane with one other member.  For example:

  • “Member Smith” can sign up and add “Member Johnson” as another swimmer when making the reservation. This will count toward the Smith’s weekly reservations but not Johnson’s. If Johnson wants to book lap times and bring Smith (or someone else), that’s okay as well.

Of course this is completely optional – you’re still welcome to have your own lane (on your own reservation). Think of it as having a “swim buddy” with whom you can share a lane, while creating room for other members to get in some additional laps! And as before, any number of swimmers from the same household may share a lane under the same reservation.

Tips for Using Signup Genius

We wanted to clarify a few items with the new SignUp Genius system we started using for Family Swim reservations:

  • When booking your reservation, choose “1” from the Quantity drop-down menu. (Choosing 2 would mean your are booking 2 reservation slots at the same time.) Quantity does not refer the number of people coming during your reservation time. If you choose 2, you will be unable to make another Family Swim reservation in the same week. See the screenshot below.

  • Please include your first and last name and, add the name(s) of family members coming along. (The front desk also will check you in when you arrive.)
  • If you need to edit (or delete/cancel) your reservation, use the links in the confirmation email you receive from SignUp Genius. Click on “Edit My Sign Up” and then follow the directions. See the screenshot below.


After clicking “Edit My Sgn Up”, you will be taken to SignUp Genius where you can update or delete your sign up. Clicking “Delete” will cancel the reservation.

  • Starting Thursday, we will use Signup Genius for Family Swim AND Lap Swim reservations, releasing slots for the week starting July 26. Reservations will go live at 10pm and the same instructions will apply for quantity selection and cancellation.

See more details in yesterday’s email. And you can always check the Dominion Hills website for the latest information

July 17 Pool Updates

We are making some changes to our reservations system for better ease of use and to allow for more access and increased use of the pool. Keep in mind, everything is subject to change, based on the operational realities at the pool, feedback from our pool manager and of course, any changes in Virginia state regulations. Here are the details on the changes — please be sure to read this all carefully!

Reservation System

Starting this weekend, we are using a different reservation system, Signup Genius. We will start with family time reservations for the week of July 19. Lap swim reservations will move over for the week of July 26.

Many of you may already be familiar with SignUp Genius. We are switching due to some ongoing issues with the current reservation system — and the resulting high level of technical support required from our volunteer board. Using this new system should make it easier for most members too! You will need to use your email address — or even better, use your existing Signup Genius login (or create an account). Some key points:

  • When you access the Signup Genius links, you will need to use this special code (log in to see the code – or check the email sent out on Friday night, July 17). The code should NOT be shared with non-members.
  • When you reserve a slot, make sure you use your first and last name, list any family members coming with you, and your DHARA Membership number (all required).
  • Family Swim Reservations: On Saturday morning, July 18, at 9AM, signups will go live for the week of July 19-25 on the Signup Genius webpage. (Read more about Family Swimming below.)
  • Lap Swim Reservations: Use the current registration system on the Dominion Hills website through July 25. For Lap Swim slots on or after July 26, you’ll also use the Signup Genius webpage, which goes live next week. (Read more about Lap Swimming below.)
  • After this weekend, signups will go live at 10PM on the Thursday before each new week begins (the weeks still run Sunday through Saturday).
  • We will also post links to the reservation pages on the Dominion Hills website.

Family Swimming

Family swimming time slots will now be 75 minutes instead of 90 minutes (with 15 minutes to sanitize/disinfect the pool area between sessions). This change adds one session with 12 additional family reservation slots every day! We also are increasing the allowed family swim reservations to two per week, per household.

Please Note: We are not allowing non-household members to share sections during family swim sessions, as the configuration of certain sections does not ensure the required 10 feet of distance between members not of the same household.

Additional Drop-in/Walk-up Opportunities

On a drop-in/walk-up basis only during the lap swim sessions, members can use the 2 areas in the tank or the 4 areas in the deep end. These are not reservable times. One household will be permitted per section on a first-come/first-serve basis, and all members will be required to register at the front desk upon arrival. This provides over 120 new opportunities every week for members to enjoy the pool during these lap swimming times:

  • 11:00am – 11:30am Mon-Fri (30-minute – for senior/high-risk individuals)
  • 11:45am – 12:30pm Mon-Fri (45-minute session)
  • 7:15pm – 8:45pm – Mon-Fri (90-min session)
  • 7:30am – 8:45am on Sat/Sun (75-minute sessions)
  • 9:00am – 10:30am on Sat/Sun  (75-minute sessions)
  • 8:15pm – 8:45pm on Sat/Sun (30-minute session)

Current drop-in/walk-ups options remain as well. If a family swim time slot has not been reserved (please look online right before you come), you may drop in and use the empty time slot on a first come/first served basis. During family swim, drop-in users will be granted access to the pool 15 minutes after the start of the time slot. Please respect this and do not enter early — and you must still be checked in at the front. Drop-in use does not count against your weekly allotment of reservations.

Lap Swimming

Due to the current high utilization of lap lanes, some members have not been able to book lap lanes at all. To help remedy this, we will be decreasing lap lane reservations to three per week (Sunday to Saturday) per household (starting July 26). As a result of our schedule changes, we were also able to add six 30-minute slots each weekend evening.

We do request that everyone continue to respect the hours we have set aside for our older and high-risk members to swim laps (currently 11-11:30 weekdays and 7-9:30am on Sunday).

Again, for lap swimming, starting the week of July 26, you will make reservations in the new SignUp Genius system (reservations open on Thursday, July 23 at 10pm.)

Important Reminders

  • As has been the rule all summer, guests are not allowed.
  • If you can’t make your lap or family swim reservation, please cancel it. This helps ensure empty spots can be rebooked and used by those eager to enjoy the pool. We hope to avoid the need for a policy that penalizes members who don’t cancel their reservation.
  • If you are playing with a ball or toy at the pool, keep it in your reserved section and use it with only your household.
  • Please be ready to leave immediately at the end of your session so cleaning can begin and other members in the next session do not need to wait.