I would get in touch with community management and see if they have rules or standard procedures about that.  

If it was me I'd probably start by considering holding the property in an LLC and outlining everyone's ownership interests/contributions in supporting documents and including procedures for disagreements, buyouts, etc.  

That's pretty random - I wouldn't be too hard on yourself, but yeah, good to develop a procedure so it doesn't happen again :)

For maintenance reminders I have created a checklist in excel and attached it to my reminders fot easy reference. 3) Communications; I've built email/letter templates from simple lease renewal reminders to a welcome letter for new residents reminding them of policies, procedures, and provides helpful info.

Although probates are public information, procedures on how to look up probates vary from state to state.

If both of those situations are "pre-existing" or what some people called "grandfathered", they are usually allowed to remain without any further expansion, like adding more units etc.However, if the second building or the 3rd unit were constructed without a building permit, all bets are off and an "unpermitted" unit or use may not be allowed to continue in many jurisdictions.Both the question of pre-existing and permitted uses should be asked of the city zoning department.And you may also find that insurance and lenders are not willing to work with sometimes either of these situations.We have successfully gotten variances here in PA, but the procedures are governed by state law and local ordinances. 

Procedures for getting them out if they don't pay.

I initally had my license with Solid Source, but i had some similar complaints as J Scott regarding some of their strict procedures and policy: marketing, logo etc.

Here is how you catch them …   When you and your Property Manager are doing the walk through and Lease Audit, make sure you review the Tenant Screening Procedures on each and every Tenant.

Most of the time there is no cause for conflict of course, and any time that there is a rental issue that ends up in court the landlord should re-examine their screening and operating procedures to see how future problems can be avoided.