Board Meeting Agenda – Jan. 10, 2019

Dominion Hills Area Recreation Association
Regular Board Meeting Agenda

January 10, 2019 — DHARA Community House

7:30                 Call to Order                                                                                       SC

7:35                 Approval of Minutes                                                                         MJK

7:40                 Confirm Executive Committee Actions                                        BH

7:50                 Membership Recorder’s Report                                                     JS

7:55                 Financial Report                                                                                 ML

8:10                 Manager’s Report                                                                               JA

8:25                 Updates

  • Facilities and Construction Committee MM
  • Nominations and Elections/Annual Meeting
  • Mailing Materials and Postage and Approval of Suzanne Garwood for Ballot
  • By-Laws Update Discussion JS
  • Inscoe Rental Property Committee BH
  • DEQ Update
  • Other Items

9:15                 Membership Assessment                                                                    JS

9:20                 Communications Updates (Survey/Google docs)                        JS/SA/LF

9:30                 Adjournment                                                                                       SC


View PDF of the agenda.

Payment Due by Oct. 31

Your $200 capital assessment was due by Oct. 31, 2018. Earlier this year, the membership voted to move forward on capital improvement projects to improve the accessibility, safety, and aesthetics of our community house and bathhouse. The projects will be partially funded by this assessment.

Two payment options

OPTION 1: Visit the  Payments page, then log in to make your payment online via credit/debit card (small processing fee applies). Note: If you’ve forgotten your username or password (or don’t know what it is), enter an email address associated with your DHARA account. The address must already be in the system. If a matching account is found, a reset link will be mailed to the address you enter. 


OPTION 2: Mail a $200 check  (plus $30 late fee if after Nov. 15) to DHARA Membership Recorder, P.O. Box 5643 Arlington, VA 22205-5643. You must include your Membership # in memo line.

A late fee of $30 will be added for assessment payments not received by Nov. 15. If your assessment remains unpaid you will not be allowed to access  the pool facility until paid.

In Response to an Inquiry About Upcoming Construction

Recently, a member of DHARA inquired to the board about the plans for the upcoming facilities work to the bathhouse, fire escape and front egress. It was requested that the board ensure we are taking some of the other, structural issues that have come up into consideration as we look at moving forward with the construction.

The board wants very much to work with transparency, as openly as possible. With that, we have decided to post the full response here, so that all members can be made aware of where we currently stand. If, after reading this you have any questions, feel free to email the board at and we will get back to you as quickly as we can.


Thank you very much for your letter ….

We are grateful for the concerns, input, and recommendations we have received from several members about prioritizing various projects we are working on, including the renovation of the bathhouse, modifying the egresses in the Community House, mitigating water damage in the pumproom, repairing a crack near the stairs into the main pool, and repairing erosion under the deck.  We also take into account maintenance to the “Inscoe” house next door, the 1920s bungalow that our Association owns and rents out.

In the past year we have had several discussions of the pros and cons of proceeding on the bathhouse and egress projects at the same time, including potential cost savings from working on the projects simultaneously and minimizing the disruption to our members and others who use the Community House.  For example, if we pursue the projects consecutively, it will extend the time that no one can use the Community House, because it cannot be used when it is under renovation and then cannot be used when the bathrooms are closed for renovation.  After those several discussions, the Board has concluded that it would be most efficient time- and cost-wise to undertake the renovations concurrently.

We consider the renovations to the bathhouse to be important to improving the health of our facility.  Our work to mitigate mold in the ceiling of the bathhouse increases every year and cannot be solved until we replace the material and improve ventilation and drainage.  The bathhouse renovations are not simply to beautify our facilities; those renovations are designed to eliminate potential health hazards.  Board members, association members, and guests have expressed persistent concerns for several years about the quality of the bathrooms.  The Board is acting on concerns and has been working hard over the past year to get the projects and financing underway.

We also are carefully monitoring and investigating the effect of increased water in the pumproom.  The pumproom for our pool is located behind the diving board area below the pool level and largely below ground level.  In 2015, as part of our long-term planning, the Board retained a structural engineer to evaluate the physical infrastructure surrounding the pumproom — as well as other parts of our property and the Inscoe house — and concluded that we will need to undertake improvements to the pumproom in the next several years.  By the first half of this year, we received the average rainfall for an entire year, and we also experienced more water in and around the concrete in the pumproom.  The Board, as a group, has reviewed first hand the situation in the pumproom twice this year and this summer retained a structural engineer to provide a more in-depth evaluation than was provided in 2015.  That work is underway now and will allow us to evaluate how quickly and what efforts need to be undertaken to reduce the effect of water around the pumproom before the pool reopens next season.

Once we have the engineers’ evaluation, we will be able to discuss any effects on other projects.  We are continuing to proceed cautiously with the next steps for the other projects and will continue to monitor all of the conditions.  As we move forward with these necessary projects, we will continue our stewardship of Association funds and resources.  Our responsibility to the membership as a Board is to maintain and improve the quality of our property to provide a healthy and safe facility to all of our members.  And we will continue to keep you updated as we gather and evaluate information.

Best wishes,
Scott Christensen

Your Child Can Enjoy Swimming Year-Round! Join DHARA’s Winter Swim Program

DHARA’s Winter Swim Program offers weekly instructional and developmental sessions designed to keep kids in the water during the winter months. All DHARA member children, ages 4 and older are welcome. Participants must be comfortable in the water, are able to swim with their face in the water and have some knowledge of basic freestyle stroke and breathing mechanics.

DHARA’s team of experienced, dedicated instructors emphasize fundamental skills and stroke development instruction for all swimmers as well as improving the skills required for competitive and recreational lap swimming including starts, strokes, and turns.

Sessions are held Sunday evenings at Washington-Lee High School pool beginning October 21, 2018 through May 5, 2019.

View an informational flyer with session details/costs – also view the calendar.

Register NOW for Winter Swim (deadline Oct. 21)

Additional questions? Email Lindsay Cronin, Winter Swim Coordinator, at

Movie Night Moved to 8/25

Join us this coming Saturday, Aug. 25, on the DH lawn to watch The Greatest Showman. … a wonderful story about overcoming circumstances and accepting all types of people. The movie will start at 7:30pm. 

Snacks and drinks will be available. And feel free to bring blankets, pillows, and comfy chairs.

We look forward to seeing everyone there!

Family Campout – Canceled

Due to weather, the campout is canceled. Join the next one on Sept. 15!

Join the 27th Annual Family Campout
  • Saturday, July 21, from 7 p.m. through 9 a.m. Sunday morning
  • $5.00 per camper; sign up at the DHARA front desk
  • Deadline for sign-up: noon on Saturday, July 21
More details
  • Open to all members and guests
  • Bring your own tents at no charge, sleeping bags/blankets/air mattresses, marshmallow roasting sticks, bug spray and other camping gear.
  • Tents may be set-up anytime Saturday afternoon on the old Indian campgrounds on the back lawn near and across from the Spring stream.
  • Locker rooms will stay open all night along with some lights.
  • Saturday evening activities: campfire, marshmallow roasting (s’mores!), and maybe stories, songs and games; treats and drinks provided by DHARA.
  • The pool will be open to campers until 9 P.M. Saturday night and again on Sunday morning from after breakfast from 8 until 10 am.
  • Sunday morning activities: cookout breakfast (parent volunteers appreciated) of blueberry pancakes, eggs & bacon/sausage, bagels, muffins, juice, coffee/tea, etc. around 7 A.M., followed by a morning swim!

DHARA Board Member Matt Backrack is organizing this event, with support of other Board members. Volunteers are needed for for a variety of activities! Contact Matt at




Adult Dinner – July 14

Come enjoy some down home BBQ with your fellow DH members and guests, plus live music! Pay and register using the form below, or complete the bottom of this flyer then return it, along with a check or cash, at the pool’s front desk.

Event details:

  • 7-10 p.m. — guests welcome!
  • BYOB; soft drinks provided
  • Pool open for swimming
  • LIVE MUSIC! David Juras and his band, the Nonezzentialz, cover your favorite hits.
  • Old Blue BBQ catering, including grilled salmon and chicken, pulled pork, and a variety of fixins — plus dessert.
  • Lawn games — corn hole and a monster Jenga set.
  • $40 per person (21 and up)

New Alcohol Policy at Pool

With the change in Virginia law and a change in our insurance effective July 1, Dominion Hills Area Recreation Association (“DHARA”) has implemented the following policy relating to alcoholic beverages.

Alcoholic Beverages: A paramount goal of DHARA is to provide a safe, civil, cooperative, enjoyable, family-friendly atmosphere for all of its members and for the DHARA staff and volunteers who manage the pool operations and support its activities. Alcohol is permitted on premises, subject to Virginia law, including the Alcoholic Beverage Control laws and regulations, and in compliance with these DHARA rules:

a.  At no time will DHARA provide, sell, or store alcohol for the consumption of its members, permit holders, or guests.
b.  DHARA requires members, permit holders, and guests to drink and act responsibly and to limit alcohol use around the water.
c.  If your party includes beginning or inexperienced swimmers, attend to them while they are swimming and refrain from consuming alcohol.
d.  Underage drinking is prohibited.  Do not leave alcoholic beverages unattended or otherwise assessable by underage pool attendees.  The local police will be called if any underage drinking is witnessed.
e.  Glass containers are not permitted in the pool area, the bathhouse, or any location where members, permit holders, or guests may be traversing with bare feet. (DHARA Rule 3.7)
f.  Disorderly or disruptive behavior will not be tolerated. (DHARA Rule 9)
g.  Anyone consuming alcohol on the premises is responsible for having a safe means of leaving, such as a designated driver.
h.  We do not, under any circumstances, accept responsibility for any harm that results to yourself, anyone else, or any property due to the consumption of alcoholic beverages.
i.  Anyone not complying with these rules may be directed to leave the premises immediately or may be suspended from returning. (DHARA Rule 9.1)

Movie Night Friday

Join us in the club house for a showing of Coco. The movie starts at 7:30pm on Friday, June 22. We’ll have snacks and drinks – and feel free to bring blankets, pillows, and comfy chairs.

Update on Renovation Projects

We received 140 votes by email, mail, and in person at the meeting on Thursday, June 7. Moving forward on the project with a cap at $620,000 passed with an overwhelming 124 votes. Option 2, which includes using $220,000 from our capital fund, borrowing $300,000, and adding a one-time capital assessment of $200 to each membership passed by a narrow margin.

Thank you to our members for engaging in the process of renovating our Community House at two meetings and our recent vote. We are grateful for your engagement and support, and we look forward to moving this project forward and keeping you updated on the progress.