Whispering Woods Is Moving Forward: Reshaping Property Management for Accountability and Value

At the April 30th HOA Board Meeting, the Board voted to take a much-needed step forward: transitioning from a full-time, in-house property manager to a part-time property management company, starting September 1, 2025. The new company will provide 20 hours of onsite service per week at the West Gate.

This change is more than a staffing adjustment—it’s a strategic shift toward improving oversight, reducing unnecessary expenses, and aligning with the values the current board campaigned on: transparency, accountability, and smarter community management.

What Does a Property Manager Actually Do?

A community property manager, also known as a Community Association Manager (CAM), is responsible for the day-to-day operations of a homeowners’ association. Their core duties often include:

• Managing vendor contracts and maintenance
• Enforcing community rules and covenants
• Handling resident concerns and violations
• Supporting the board with financials, meetings, and compliance

In essence, they serve as the bridge between the board and the homeowners.

But here’s the reality in Whispering Woods:
We are a community of 197 homes with no amenities. No clubhouse. No gym. No pool. That raises a valid question:

Why are we paying for a full-time manager with salary and benefits when a part-time firm could offer the same services—if not more—for less money and greater accountability?

Why Change Was Necessary

Concerns about the current property manager, Tracey Ingram, have been mounting. At the April meeting, Board Member Tara Guerra formally requested a performance review, highlighting the following issues:

• No performance evaluation on record, despite a contractual requirement tied to cost-of-living increases
• Numerous responsibilities either unfulfilled or outsourced
• The discovery of a revised management contract posted to the HOA portal—without board approval or transparency

Troubling Details in the Newly Discovered Contract

On April 2, 2025, a new version of the management agreement and signed by a former board treasurer was uploaded to the HOA portal without fanfare. It contains major changes never disclosed or discussed publicly, including:

• A $150,000 termination penalty
• A requirement for a unanimous board vote to terminate
• Extended notice periods that restrict the Board’s authority

According to official minutes from June 2023, only a two-year term and a minor change to the “termination with cause” clause were approved. These additional terms were not. Even more concerning, Board President John Benckenstein admitted during the meeting that he had recently became aware of the amended version for over a month and sought legal review without informing the board or homeowners.

This lack of transparency has caused rightful concern among residents whom are now calling for a formal non-renewal notice and a full legal review of the posted contract.

Original Contract | Amended Contract

A Smarter, More Accountable Solution

Nevertheless the Board voted to move forward with a part-time property management company. This is not only a cost-saving measure it’s a strategic improvement that brings several benefits:

• Cost Savings – Eliminates full-time payroll and benefits
• Built-in Accountability – Firms follow professional standards and are contractually accountable
• Access to Resources – Firms offer broader expertise and vendor connections

A Step in the Right Direction

This decision reflects the kind of leadership the new board promised responsible governance, transparent operations, and efficient spending. It’s also a win for residents who’ve long questioned whether the current full-time setup fits our community’s size and structure.

The plan is now in motion to professionalize how we manage our neighborhood without overpaying or compromising on service.

Let’s make sure Whispering Woods continues to grow as a well-managed, transparent, and resident-driven community.