Will the city and insurance company hold me accountable and give me penalties even if it's living in the basement myself? 

So, they should be accounted for separately.

I dont enjoy that it makes them sign up for a rent redi account etc. but I am not sure what other options to try.

Cherry South Bend INCurrent Property Status: This asset is sub-performing, which means the borrower is due for July, and foreclosure is to be referred next month if the account is not brought current.Syndication: Scottsdale REI - III - XXVIProperty Address: 172 Carlson St, Westbrook MECurrent Property Status: The borrower is currently in foreclosure, and the Fair Debt Collection Practices Act (FDCPA) letters have recently been sent to the borrower.Syndication: Scottsdale REI - III - XXVIProperty Address: 13959 465th Ave, Wilmot SDCurrent Property Status: Scottsdale was required to issue Service by Publication.

things missing in your list (everyone manages differently, so take it with a grain of salt)Vacancy rateTurn overbad debt legal fees (evictions as needed)accounting fees for professional tax prepmaintenanceProperty TaxesSales Tax on PM fees (In NM, this is charged, not sure about where you are)Reserves for replacement CAPEX - furnace, water heaters, ac, roof, parking lot, etc.Admin, software, advertising, etc.Cost segregation study for accelerated depreciation captureAs for your loan. 

And if you account for vacancy you may be losing more like 20k/year.

Once you have a shortlist, sign up for an account with each one and test them extensively to see how they function.

Finally, accountability is key, as we take ownership of our actions and results both individually and as a team, creating a foundation for trust, growth, and long-term success.

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You've now become a mediator between them.I assume you prefer not to have the utilities and water accounts under your name.