Hello - Frequently asked questions is where you'll find our list of those common questions that we have receive as an Association Board over the years.    If you don't find your an answer to your question below, please contact our association President at president@westhaventrails.org.  - Thank you!


What is the purpose or mission of the West Haven Trails Association?

The overall purpose and mission of our HOA was set for us during the development of the neighborhood and focused on maintaining and managing the many parks, green spaces and private courts owned by the association's members (all of us).


What is the purpose of the Board of Directors?

Managing to the covenants are the responsibility of the volunteer Board of Directors made up of association members.  Their responsibilities include: (1) maintaining association owned property (neighborhood parks, common areas and private courts), (2) billing, collecting and administering association assessments, (3) ensure effective Architectural Review, and (4) serve as resource for association members and residents.


 Why do I have Special Assessment on my invoice?

As cost inflation has continued to increase year over year our reserve fund and ability to maintain the parks has not kept up with that inflation.   In fact, overall our assessments have only increased by $5 since at least the early 90's.   As result we have enjoyed some of the lowest homeowners association fees in the area.  With inflation hitting new highs in recent years, our ability to adiquately fund parks maintenance and continue to build our reserves has diminished.   The reserve fund is required to ensure we have funds available for any unforseen expenses (e.g., storm damage, etc.) and for the eventual costs of repaving common areas owned by the association.

A special assessment to address both parks maintenance and reserves was discussed and approved by the membership for 2023.  This special assessment is $20 with $5 going to parks maintenance and $15 going to rebuild our reserve fund.  This special assessment will be revisited by the Board of Directors every 2 years to see if it should be adjusted (meaning increased, decreased, or removed. )


 Who's responsibility are maintaining the mailboxes?

The mailboxes on the private courts off of Muir Field and Highway PD are the responsibility of the Westhaven Trails Association.  However, if you lose your key to your mailbox, that is the homeowners responsibility to replace.  To replace your key/lock you will need to contact the USPS (United States Postal Service).  http://www.usps.com/


Can I have a fence?

According to the covenants and current Fencing Policy fences are permitted ONLY with the permission of the Architectural Review Board.  Please see the Architectural Review Board page on this site for more information.


My neighbor puts his trash out on the curb 3 days early, what can I do?

This is a City of Madison ordnance issue, please refer to the Report a Problem website for more information.  http://www.ci.madison.wi.us/reportaproblem/


There is an abandoned car on the street, what can I do?

Contact the Madison Police Department, Parking Enforcement, (608) 266-4275, If the vehicle owner is not a resident of the property, it is the property owners responsibility to contact Parking Enforcement.  See the Report a Problemwebsite for more information.  http://www.ci.madison.wi.us/reportaproblem/


What does my assessment pay for?

All property owners within the Westhaven Plat are subject to an annual assessment based on the covenants of the association that are attached to their properties. The assessments are used for administrative expenses, the maintenance of associations private parks, green spaces, and the many beautiful trails  throughout our neighborhood.  Private court additional assessments are used for the maintenance and support of private court roads, lighting and mailboxes.  For more detail please see annual budget and expenses.


When are the assessments going to be billed?

Yearly assessments are typically mailed in January.  If you have any questions regarding your assessment, please contact our association Treasurer at treasurer@westhaventrails.org.


Can I pay my assessment electronically online?

Yes, we do accept online payments via our online payment page of the website.  You are able to pay with either PayPal or using your credit card.   Important to note that paying online requires you to add an additional 5% to cover the PayPal and/or credit card processing fees.  Additionally, very important that you include your full name, Westhaven Trails property address, and Invoice number for your payment to be applied properly.   If you have any questions regarding making an online payment or your assessment, please contact our association Treasurer at treasurer@westhaventrails.org.


Who and how is the association budget created?

Budgets are creating annually by the Treasurer and are generally based on the previous years actual expenses plus any additional required projects as approved during the annual meeting.  From time-to-time there can be unexpected or unplanned expenses that require payment and those are discussed and voted on by the Board of Directors.  Examples of this include storm or flooding damage to the parks or trees that require immediate attention.

The Board of Directors has a longstanding policy of maintaining a spending limit of $2000 for unplanned expenses.  These are typically special park projects, replacing park equipment, etc.  Expense over $2000 are required to be included in the proposed budget and approved at the annual meeting.


Can I have a shed or out-building?

Yes.  Although according to the covenants, sheds are generally not permitted.  The Architectural Review Board with the approval of the Board of Directors has developed and published a Shed Policy in 2023.  Please see Policies page on this site for more information.


Is there a map of the parks?

We do have some park maps.  Please see the PARKS page on the association website.


Who is our alderperson?

Our alderperson changes from time-to-time so for the updated list of Alders, please see the City of Madison's Common Council site: (https://www.cityofmadison.com/Council/councilMembers/alders.cfm)


There is a tree on association property that needs cut down, what should I do?

Contact our Parks Director at parks@westhaventrails.org.  Provide information on where the tree is located and what the problem is.  We'll take care of it from there.


I have a snow removal complaint, who should I contact?

Contact the Board President at president@westhaventrails.org.  Provide information on what the problem is.  We'll take care of it from there.  Additionally, if it is an emergency situation, please see the Contact page for contact information.


I'm a member of the Aaron addition, when are you going to resurface my street?

All Westhaven Trails private streets are evaluated yearly.  The decision to resurface or re-condition the street is based on the working condition of the street and how much money is available for such expenses.  If you have concerns, please contact your Board of Directors at board@westhaventrails.org.


My neighbor hasn't mowed his lawn in two weeks, what can I do?

This is a City of Madison ordnance issue, please refer to the Report a Problem website for more information.  http://www.ci.madison.wi.us/reportaproblem/


How do I become involved in the association?

If you would like to become involved in the Association, contact the Board President at president@westhaventrails.org.  Or come to the annual meeting and present your desire to become more involved.  We continually have committee and community event opportunities available.


Is there a neighborhood watch program in our area?

At this time, due to lack of community involvement we do not have an official neighborhood watch program.  It is something that has been discussed and comes up periodically so if you have an interest in participating in a neighborhood watch program, please contact the President of the Board at president@westhaventrails.org.


When are Board meetings and how can I present a topic?

The Board generally meets at least quarterly depending on the time of the year and the needs as topics arise.  Residents are always welcome to attend Board meeting to observe the proceedings.  Meeting location and start time can vary.  If you have a specific topic you’d like to present or discuss with the Board; we ask that you contact and forward all materials you plan on reviewing to the board President at least two weeks prior to the meeting (president@westhaventrails.org.)


How do I know when and where the annual meetings are?

The annual meeting is typically held the third Monday in April.  You will receive a notice through the mail informing you of the time and place for the meeting.  All are encouraged to attend!


The sidewalk near my home needs repairs, how do I handle this?

The sidewalks are the responsibility of the City of Madison.  See the Report a Problem website (sidewalk concern) for more information.  http://www.ci.madison.wi.us/reportaproblem/


A streetlight near my residence is out, what can I do?

If you live on a city of Madison street, then the streetlights are the responsibility of the City of Madison.  See the Report a Problem website (Traffic Signals, Street Lights and Signs Requests) for more information.  http://www.ci.madison.wi.us/reportaproblem/

If you live on an association private court, then please contact the Board President at president@westhaventrails.org. The Board President will contact a private lighting maintenance company to replace the light bulb.  Note, depending on the season this can take 1 to 2 weeks to schedule.


Where do I find information about snow removal?

See the Snow Removal page in the City of Madison website. Please note: The Association and it’s members are responsible for snow removal on private courts and city sidewalks directly in front of association parks and out-lots.  We encourage residents on either side of the parks to share the snow removal for sidewalks as a way to reduce association snow removal expense.  For any concerns around snow removal on association property only please contact the President of the Board (president@westhaventrails.org) otherwise, contact the City of Madison Streets Department.


Where do I get a copy of the Association Covenants?

Please see the Resources page on this site for copies of the covenants.


Where do I find information about snow removal?

See the Snow Removal page in the City of Madison website. Please note: The Association and it’s members are responsible for snow removal on private courts and city sidewalks directly in front of association parks and out-lots.  We encourage residents on either side of the parks to share the snow removal for sidewalks as a way to reduce association snow removal expense.  For any concerns around snow removal on association property only please contact the President of the Board (president@westhaventrails.org) otherwise, contact the City of Madison Streets Department.


When are Membership Annual Meetings?

The Association has one annual membership meeting per year and the date, time, and location is set by the Board of Directors.   The meeting is typically held in April of each year as set forth in Section 2.02 of our bylaws requiring the meeting to be held 120 day after the close of our fiscal year.   During the annual membership meeting the board presents a financial update, annual budget, committee updates, and holds board member elections.  Only association members/owners are eligible to vote unless they have delighted their vote to another member, lessee, or delegate by proxy.


As a member, how do I delegate someone as my proxy?

At all meetings of members, each member may vote in person or by proxy based on Section 2.08 of our Bylaws.  All proxies shall be in writing and filed with the Secretary before the appointed time of each meeting. The written proxy must include (1) the delegating member name and property address, (2) the name of the person receiving/executing the proxy, (3) the number of votes being provided by the delegating member, and (4) the date the proxy expires.  Proxies may either be provided to the Secretary in person at the membership meeting  or e-mailed to board@westhaventrails.org in advance of the meeting by the member delegating the proxy.


Do we have Association Board Bylaws and can I get a copy?

Yes, we do have Bylaws for the operation of the Association Board.  Copies of the Bylaws are available to all member in good standing upon request to the Board of Directors.  Your request, must be in writing and describe a demonstrated need and purpose.


If you didn't see your question here and feel it is one all residence could benefit from?

Please contact the Board President at president@westhaventrails.org.