There are a lot of moving pieces with that strategy, so having someone who understands how to properly track expenses, capital improvements, and refinances is key.

What are the best strategies you’ve used to minimize this risk and keep projects on track? 

You only need a place to track tenant information, payment history, maintenance, etc.

What are the best strategies you’ve used to minimize this risk and keep projects on track? 

I don't understand how you can't track them down.You could stop paying HOA dues, and that will force them to contact you.As for the PM, I would instruct them to hold off on painting until the termite issue is resolved, which includes providing you with contact information of the HOA board.

Given this is the 21st century with internet & AI, you'd think the state governments would create an easier way to track all this!

I also built 4 other homes on the other side of the tracks that sold for 2 to 3 million each and they were no more than probably 1 mile as the crow flys.

There's a ton of resources here on BiggerPockets, you're on the right track! 

and for anyone that doesnt know, this guy helps track a lot of ways to get points.https://thepointsguy.com/

That is why the acronym BRRRR is so popular and it has a track record of winning because inside that BRRRR is a metric that can be measured and replicated.