My question is if we are paying out cash flows month to month (hypothetical) and a large cost item comes up do we then need to go back to the investors for a capital call?

I think I can broaden my search a little if I can figure out which items to focus less on. 

They said today that figured February lost rent they would just take as a loss.

Typically a subcontractor will spell out excluded items on his proposal that he is expecting you to get.  

Most tenants respond favorably to this and we are able to resolve the matter amicably and quickly.For serious matters, when we mail by USPS First Class Mail, we pay extra to get a "Certificate of Mailing" ($1.45 by 2019 prices) to have proof we mailed the item (letter or legal notice) when we said we did.

Some of their other big items are Condo Fee/Amenity fee, which is basically $1500/mo. 

Second, the owner should also consider insuring against the loss of rent.

Tenant isn't paying so you would be purchasing a known loss.

3) ok I’d either make my property manager be there for the maintenance items, or if you are self managing then you make the appointment and go there.  

Appraisers don't generally care about cosmetic items, it could have the ugliest cabinets, counters, tiles etc as long as they function.