Capital improvements are definitely Non recurring expense items that should be backed out of cash flow.Only your own goals can determine whether to bump past the 2% rule.

They have mobile apps so you can update things on the fly.For recurring projects like spring cleanup or winterizing sprinklers in the fall, I set a calendar reminder.

I have started looking into expanding my real estate activities and this recurring theme of "mailing absentee [out of state] owners" has always seemed strange to me.

One piece of information that I have found to be recurring is to start in your own neighborhood. 

Could you semi-retire in 15 years on a $57,000 in recurring and safe income?

On the non-recurring expenses such as vacancy, repairs, appliance/AC replacement, how much do you budget when figuring for cash flow purposes.  

One off items will be considered capital expenditures and are considered non-recurring costs to continue operating the property.

the only other recurring expense will be the hoa of $53 dollars per month.my total expenses (excluding repairs)$1250 - rent recieved + HOA = -117 (monthly)(this is also assuming i purchase the home at the asking price but it is REO and phoenix market is slow, i will definetely be submitting a lower offer)

Excluding the Debt Service, HOAs are easily the biggest recurring monthly cost that you'll have. 

I performed the initial and recurring services for many foreclosures in my area several years ago.