FAQs
Highland Woods combines the advantages of condominium living with private home ownership. When you buy a home in Highland Woods, you are deeded your house along with a 1/55th undivided interest in all land. The community has an Association, which is responsible for trash pick-up, snow removal, lawn, tree and shrub care, and maintenance of common elements such as asphalt roads and concrete curbs.
Rules & Regulations
Without looking through the documents, what are the most important things to know?
To protect the architectural integrity of the community and to insure adherence to construction standards all additions or changes to the basic structure of your house must be approved by the Board of Directors. Prima Management can advise you on acceptable exterior paint/trim colors, roofing shingles, and replacement window frames. See “Rules and Regulations” . HWCA Members (owners) can enter the Members Only pages of this website to find paint/trim information on the Owners Info page.
Other rules that you should know about concern pets and parking.
Pets are limited to two common household animals. Dogs must be walked on a leash and cleaned up after. Dogs cannot be tied up outside your home and cats are not permitted to run loose.
Homeowners’ cars must be parked in the garage, carport, or driveway directly adjacent to the garage. Guest parking areas are only for guests and use is limited to 7 days for any one guest. No parking is allowed on Highland Woods streets.
What is the coverage provided by the Association Insurance Policy?
Because each unit owner is responsible for repair or losses to their unit whenever not covered under the Association’s policy, they should also have an individual policy covering their unit contents with the insurance company of their choice.
See the 2013 Amendment to the Rules and Regulations.
Owners should be aware that there is a deductible in the Association’s umbrella policy for which the individual owner will be responsible. The owner can cover this deductible in their individual policy. The deductible amount is currently $15,000.
See also an Important Memo re insurance coverage which you may want to print and provide to your insurance agent.
What if I have a complaint?
The Association's Managing Authority (MA), Kallie Lane, is the first person to contact (klane@primapros.com). Members (not the general public) may also contact a member of the Board of Directors (see the Members Only / Board Activities page for a list of the Board members). Any unit owner may attend a Board meeting to present complaints or discuss a specific issue. While advance notice is appreciated, it is not necessary.
Are there any community rules that I must follow as a Highland Woods resident?
Yes. The basic governing instrument consists of the “Disclosure Materials,” including the Declarations and By-Laws, which is supplemented by the “Rules and Regulations” (updated and revised in September 2003). Residents should receive these documents prior to purchase. If you did not, copies are available from the management for a fee to cover the cost of printing.
Owner Responsibilities
What am I responsible for in maintaining my home?
Residents are responsible for maintaining the exterior and interior of the unit, including regular exterior and trim painting (likely every 7-10 years) and replacing the roof (as needed).
If I would like to do any landscaping around my home, do I need approval?
Unit owners may design and maintain the landscaping in a five-foot radius around the perimeter of the unit, in keeping with the wooded, casual environment of the area. The Association maintains common areas but not plantings and landscaping in the owner’s five-foot radius. The Land Stewardship Committee advises the Board of Directors on landscaping changes involving common areas. For information on the five-foot rule, follow this link.
Additional plantings in the common areas can be done at the unit owner's expense if approved by the Board of Directors. We expect owners to water trees and shrubs around their units. For lists of Board-approved plantings and trees, see the Land Stewardship Committee tab and scroll down.
DO NOT FORGET: if you plan to dig around the property, contact Diggers Hotline who can determine where your electric, gas, water, and cable connections are underground: 800 / 242-8511, or: https://www.diggershotline.com/. They respond quickly.
Do I need to keep an outside light on after dusk?
Yes, refer to HWCA Rules and Regulations, Section J.1, Outdoor Lights On, which specifically states, "In lieu of street lights being installed, the Association has required that outside garage and entry lights be turned on after dusk and before sunlight in hope of deterring vandalism and to facilitate residents' movement around the development."
When are trash and recyclables picked up?
Members (not the general public) should refer to the Members Only / Calendar page of this website and the calendar for the pickup days for trash and recyclables.
TRASH (Brown bucket) is picked up weekly on Tuesdays (as of 5/2/2023) and should be placed at the end of your driveway by 7:00 A.M. Trash must be placed in the covered green container to keep animals and birds from scattering it. Because the service uses "electronic arms," items placed curbside and outside of the trash buckets are not picked up by the trash service, because the driver does not get out of the truck. Items not picked up should be immediately removed by the resident and alternative arrangements made at the owner’s expense.
Large items will be picked up only by special arrangement with a trash service and there will be an additional charge. Contact the management company to schedule pickup.
RECYCLABLES (Blue bucket) are picked up EVERY OTHER WEEK on Tuesdays (as of 5/2/2023) and should also be placed at the end of your driveway by 7:00 A.M.
HOLIDAY DISRUPTION: If a holiday disrupts the regularly scheduled pick up, the management company will notify residents via email.
How do I find my outdoor water main valve cap in the event of a sewer backup or break outside the house?
Contact Madison Municipal Services: 608 / 266-4641, or see the website for emergency numbers: www.cityofmadison.com/water
Association Responsibilities
How is the Highland Woods Condominium Association governed?
The Association has an elected Board of Directors who are all Highland Woods unit owners. Board members are elected for a one-year term at the annual owners’ meeting. The Board elects from its membership a President, Vice-president, Secretary, and Treasurer to one year-terms, and usually there are 1-2 additional Board members without designated responsibility. The Board currently meets quarterly. The volunteer Land Stewardship Committee advises the Board on grounds maintenance, landscaping, and erosion issues. The Architectural Review Committee is responsible for notifying owners about exterior maintenance issues and for reviewing owner requests for building alterations.
Who manages the daily business operations for the Association?
On behalf of the Association, the Highland Woods Board of Directors contracts with a management firm to manage the daily business operations. The firm is currently Prima Management, and the contact is Kallie Lane (klane@primapros.com), the HWCA managing authority (MA). Through the management company the association sub-contracts for service providers who provide landscaping services, snow removal, trash pick-up, etc., based on competitive bidding.
Fees & Financials
How is the monthly assessment determined?
After consulting with our manager, each year the Board of Directors projects a budget for the next fiscal year. The Board sends a summary of the proposed budget for the next calendar year to each resident and solicits feedback at the annual meeting. After the budget is adopted, each resident receives notice of any assessment changes. These costs are then apportioned to the individual units based on the percentage key included in the Declarations (according to unit square footage).
How do I pay my monthly assessment?
The monthly assessment is due prior to the tenth day of the month and is payable to the management company. We strongly advise residents to sign up for the automatic deduction of the monthly assessment from a personal bank account. Contact Prima Management to set-up access to your unique and secure portal. If you do not sign up for automatic payment, checks can be mailed to the management office at: Highland Woods Condo Association; c/o Prima Management, P.O. Box 620422, Middleton, WI 53562. There is a $10 late fee for each monthly assessment received after the tenth day of the month. Assessments that are delinquent beyond 90 days enter legal proceedings; the unit owner is responsible for cost of proceedings, including attorney fees.
What does the monthly fee cover?
The monthly assessment covers regular and recurring costs: mowing and seasonal street cleaning, snow removal, management fees, trash removal, sewer drainage fee, umbrella insurance policy, as well as forest stewardship and erosion control. Part of the fee also goes into a Statutory Reserve Fund for future maintenance based on long-range planning, such as replacing asphalt roads, curbs & gutters, signage, etc.
Buying or Selling Your Condominium
What is the responsibility of the buyer regarding condominium documents?
Refer to HWCA Rules and Regulations; Section L - Sale of Unit; #5. Statement to Buyer: "Each buyer of a unit shall execute a document at closing (provided by and returnable to the Association through the MA) stating that he/she has obtained the appropriate condominium documents, has reviewed them and agrees to be bound by them."
What is the responsibility of the seller regarding condominium documents?
Refer to HWCA Rules and Regulations; Section I - Sale of Unit; #4: "The seller shall provide the buyer with a complete copy of all current condominium disclosure materials required by Wisconsin law, including but not limited to: the Association's Declaration, By-Laws, Condominium Rules and Regulations, current budget and operating statement. Copies may be purchased through the MA at the cost set by the Association."