Here’s how I’d frame it with lenders and title to keep things smooth:What you’re trying to do (in lender-speak)Trustee of a revocable trust seeks financing on a rental held in the trust.Borrower vesting: the trust (with you signing as trustee).Use of funds: rehab/update; exit as stabilized DSCR.In-place/market DSCR appears ≥ 1.50x (strong).Best-fit loan structures (pick based on scope of work)Light-to-moderate updates (non-structural):Some DSCR lenders allow a small renovation/holdback escrow (often limited by % of as-is value and scope).Pros: simpler, cheaper, keeps you in perm debt.Watchouts: draw caps, no heavy/structural work, narrower lender pool for trusts.Heavier rehab or anything structural:Use an Investor Bridge/Reno loan (fix-and-rent style) to complete the work, then refi into a DSCR take-out at stabilization.Pros: purpose-built for rehab, draws are straightforward.Watchouts: two closings, interest carry during rehab.Key underwriting/closing items lenders & title will ask forTrust docs: Full trust agreement + all amendments, Certificate/Abstract of Trust, and Trustee Acceptance/Resolutions showing authority to encumber real property and borrow.POA package: Durable POA explicitly granting real estate/borrowing/mortgage authority, confirmation it survives incapacity, and any incapacity determination the POA requires (e.g., physician letter).

I am creating a one-page reference document that has emergency numbers, how to report ordinary maintenance vs. emergency maintenance, how to shut off water or electric in an emergency, instructions for replacing the air filter, etc.

On the GC get 2-3 bids that are itemized.

My general rule of thumb (and obviously I'm focused on "what will screw with you getting a mortgage," so if that's not you, feel free to disregard) is that if your taxes are simple enough to use 1040ez, you're salaried W2, and you're taking the standard deduction rather than itemizing, go for it with the software. 

We were having trouble getting anyone to get back to us, so we used some sort of matchmaking service that was recommended to us by our lender, which is how we got referred to Bildwise.

does HOA have adequate funding for this and other cap ex items.  

I am ready to put the for sale  signs up today.What IS that more reliable and passive alternative you are referring to, you say I should do instead?  

Yes, they should refer them to someone else. 

Next, what is the "free" reference site say?

If you just have 1 or a few listings it will be a line item on your payouts you can track and remit them yourself.