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HomeMy WebLinkAboutRAP19-006 McMahan and Associates - RAPMcMahan and Associates, l.l.c. Certified Public Accountants and Consultants Web Site: www.mcmahancpa.com Chapel Square, Bldg C Main Office: (970) 845-8800 245 Chapel Place, Suite 300 Facsimile: (970) 845-8108 P.O. Box 5850, Avon, CO 81620 E-mail: mcmahan@mcmahancpa.com Member: American Institute of Certified Public Accountants Paul J. Backes, CPA, CGMA Avon: (970) 845-8800 Michael N. Jenkins, CA, CPA, CGMA Aspen: (970) 544-3996 Daniel R. Cudahy, CPA, CGMA Frisco: (970) 668-3481 M & A December 6, 2019 Board of Directors Riverview Apartments Preservation LP c/o Eagle County P.O. Box 850 Eagle, Colorado 81631-0850 Attention: Jill Klosterman, Finance Director Dear Board members: We are pleased to confirm our understanding of the services we are to provide for Riverview Apartments Preservation LP (the “Corporation”) for the year ending December 31, 2019. We will audit the financial statements of the Corporation, which comprise the balance sheet as of December 31, 2019, and the related statements of income, changes in partners’ capital, and cash flows for the year then ended, and the related notes to the financial statements. Also, the supplementary financial information accompanying the financial statements required by the United States Department of Housing and Urban Development (“HUD") Uniform Financial Reporting Standards for HUD Housing Programs will be subjected to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America and our auditor’s report will provide an opinion on it in relation to the financial statements as a whole. We will also prepare the Corporation’s federal and state income tax returns (Form 1065 and Colorado Form 106) for the year ended December 31, 2019. Audit Objectives The objective of our audit is the expression of an opinion about whether your financial statements are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America and to report on the fairness of the supplementary information referred to in the first paragraph when considered in relation to the financial statements as a whole. The objective also includes reporting on:  Internal control related to the financial statements and compliance with laws, regulations, and the provisions of contracts, or grant agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards and the Consolidated Audit Guide for Audits of HUD Programs.  Internal control related to HUD-assisted programs and an opinion (or disclaimer of opinion) on compliance with specific program requirements that could have a direct and material effect on each major program in accordance with the Consolidated Audit Guide for Audits of HUD Programs (HUD Handbook 2000.04 dated 2013). DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 December 6, 2019 Board of Directors Riverview Apartments Preservation LP Page 2 Audit Objectives (continued) The reports on internal control and compliance will each include a paragraph that states that the purpose of the report is solely to describe (1) the scope of testing of internal control over financial reporting and compliance and the results of that testing and not to provide an opinion on the effectiveness of internal control over financial reporting or on compliance, (2) the scope of testing internal control over compliance for major programs and major program compliance and the results of that testing and to provide an opinion on compliance but not to provide an opinion on the effectiveness of internal control over compliance, and (3) that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering internal control over financial reporting and compliance and with the Consolidated Audit Guide for Audits of HUD Programs in considering internal control over compliance and major program compliance.The paragraph will also state that the report is not suitable for any other purpose. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States;and the Consolidated Audit Guide for Audits of HUD Programs (HUD Handbook 2000.04 dated 2013).Our audit will include tests of the accounting records, a determination of major program(s) in accordance with the Consolidated Audit Guide for Audits of HUD Programs, and other procedures we consider necessary to enable us to express such an opinion and render the required reports. We cannot provide assurance that an unmodified opinion will be expressed. Circumstances may arise in which it is necessary for us to modify our opinion or add an emphasis-of- matter or other-matter paragraph. If our opinion on the financial statements or the compliance opinion is other than unmodified, we will discuss the reasons with you in advance. If,for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or to issue a report as a result of this engagement. Management Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. Management is also responsible for identifying government award programs and understanding and complying with the compliance requirements. As part of the audit, we will provide tax services and assist with preparation of your financial statements, supplementary financial information, and related notes. You agree to assume all management responsibilities relating to the tax services, financial statements, supplementary financial information, and related notes, and any other non-audit services we provide. You will be required to acknowledge in the representation letter the tax services provided and our assistance with preparation of the financial statements, supplementary financial information, and related notes and that you have evaluated the adequacy of our services and have reviewed and approved the results of the services, the financial statements, supplementary financial information, and related notes prior to their issuance and have accepted responsibility for them. Further, you are required to designate an individual, preferably from senior management, with suitable skill, knowledge, or experience to oversee any non-audit services we provide and for evaluating the adequacy and results of those services and accepting responsibility for them. We will advise you with respect to tax positions taken in the preparation of the tax returns, but the responsibility for the tax returns remains with you. Certain communications involving tax advice are privileged and not subject to disclosure to the IRS. By disclosing the contents of those communications to anyone, or by turning over information about those communications to the government, you, your employees, or agents may be waiving this privilege. To protect this right to privileged communication, please consult with us or your attorney prior to disclosing any information about our tax advice. Should you decide that it is appropriate for us to disclose any potentially privileged communication, you agree to provide us with written, advance authority to make that disclosure. DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 December 6, 2019 Board of Directors Riverview Apartments Preservation LP Page 3 Management Responsibilities (continued) Management is responsible for establishing and maintaining effective internal controls, including internal controls over compliance, and for evaluating and monitoring ongoing activities; to help ensure that appropriate goals and objectives are met and that there is reasonable assurance that government programs are administered in compliance with compliance requirements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements in conformity with accounting principles generally accepted in the United States of America; and for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. Management is responsible for making all financial records and related information available to us and for ensuring that management is reliable, and that financial information is reliable and properly recorded. You are also responsible providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and (3) unrestricted access to persons within the Corporation from whom we determine it necessary to obtain audit evidence. Your responsibilities also include identifying significant vendor relationships in which the vendor has responsibility for program compliance and for the accuracy and completeness of that information. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document.With regard to using the auditor’s report, you understand that you must obtain our prior written consent to reproduce or use our report in bond offering official statements or other documents. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud or illegal acts affecting the Corporation involving (1) management, (2)employees who have significant roles in internal control, and (3) others where the fraud or illegal acts could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the Corporation received in communications from employees, former employees, grantors, regulators, or others.In addition, you are responsible for identifying and ensuring that the Corporation complies with applicable laws, regulations, contracts, agreements, and grants. It is management’s responsibility to follow up and take corrective action on reported audit findings and to prepare comments on audit resolution matters and a corrective action plan. The comments on audit resolution should be available for our review during fieldwork. DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 December 6, 2019 Board of Directors Riverview Apartments Preservation LP Page 4 Management Responsibilities (continued) You are responsible for the preparation of the supplementary information, which we have been engaged to report on, in conformity with accounting principles generally accepted in the United States of America. You agree to include our report on the supplementary information in any document that contains, and indicates that we have reported on, the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the representation letter that (1) you are responsible for presentation of the supplementary information in accordance with accounting principles generally accepted in the United States of America; (2) that you believe the supplementary information, including its form and content, is fairly presented in accordance with accounting principles generally accepted in the United States of America; (3) that the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits, or studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management’s views on our current findings, conclusions, and recommendations, as well as your planned corrective actions for the report, and for the timing and format for providing that information. Management is also responsible for assuring that the electronic submission of required annual financial statement, audit, and other financial information to HUD’s Real Estate Assessment Center (“REAC”) is complete, accurate, and timely, in accordance with your regulatory and contractual obligations to HUD. Performance of the agreed-upon procedure required by HUD relating to the electronic submission of your financial information will addressed in a separate letter and is subject to a separate fee. Audit Procedures –General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. W e will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriations of assets, or (4) violations of laws or governmental regulations that are attributable to the Corporation or to acts by management or employees acting on behalf of the Corporation.Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may exist and not be detected by us, even though the audit is properly planned and performed in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or on major programs. However, we will inform the appropriate level of management of any illegal acts or fraud that has occurred or is likely to have occurred, and material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of governmental regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes to our attention. DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 December 6, 2019 Board of Directors Riverview Apartments Preservation LP Page 5 Audit Procedures –General We will include such matters in the reports required for a HUD audit. In conformity with the Consolidated Audit Guide for Audits of HUD Programs, we will inform the HUD single audit coordinator by telephone if we become aware of any instances of illegal acts or fraud that has occurred or is likely to have occurred. We may be requested to prepare a written report on these matters. Your acceptance of this letter grants us permission to contact the HUD single audit coordinator and discuss the known or likely illegal acts or fraud. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include direct confirmation of cash, receivables, loan balances, and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry.At the conclusion of our audit, we will require certain written representations from you about the financial statements and related matters. Audit Procedures –Internal Control Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by the Consolidated Audit Guide for Audits of HUD Programs, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with the specific compliance requirements applicable to each major HUD-assisted program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Consolidated Audit Guide for Audits of HUD Programs. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses.However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, and the Consolidated Audit Guide for Audits of HUD Programs. Audit Procedures –Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the Corporation’s compliance with provisions of applicable laws, regulations, contracts, and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance, and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards and the Consolidated Audit Guide for Audits of HUD Programs. DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 December 6, 2019 Board of Directors Riverview Apartments Preservation LP Page 6 Audit Procedures –Compliance The Consolidated Audit Guide for Audits of HUD Programs requires that we also plan and perform the audit to obtain reasonable assurance about whether the Corporation has complied with laws and regulations applicable to HUD-assisted programs. Our procedures will consist of tests of transactions and other applicable procedures described in the Consolidated Audit Guide for Audits of HUD Programs. The purpose of these procedures will be to express an opinion on the Corporation’s compliance with the specific requirements applicable to each of its major HUD-assisted programs and to report on its compliance with specific requirements applicable to non-major HUD-assisted programs in our report on compliance issued pursuant to the Consolidated Audit Guide for Audits of HUD Programs. The procedures performed on the non-major programs will be substantially less in scope than an audit, the objective of which is the expression of an opinion on compliance. Accordingly, we will not express such an opinion. The Consolidated Audit Guide for Audits of HUD Programs requires that we also plan and perform the engagement to report on the Corporation’s compliance with applicable Fair Housing and Non- Discrimination requirements. Our procedures will consist of applicable procedures described in the Consolidated Audit Guide for Audits of HUD Programs. The procedures performed will be substantially less in scope than an audit, the objective of which is the expression of an opinion on compliance. Accordingly, we will not express such an opinion. Engagement Administration, Fees, and Other We understand that employees of the Corporation’s Managing Agent will prepare all cash, accounts receivable, and other confirmations, reconciliations and work papers we request and will locate any documents selected by us for testing. The audit documentation for this engagement is the property of McMahan and Associates, LLC and constitutes confidential information. However, pursuant to authority given by law or regulation, we may be requested to make certain audit documentation available to the Secretary of Housing and Urban Development, the HUD Inspector General,or the United States Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request.If requested, access to such audit documentation will be provided under the supervision of McMahan and Associates, LLC personnel. Furthermore, upon request, we may provide copies of selected audit documentation (hardcopy or electronic)to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release or for any additional period requested by HUD. If we are aware that HUD is contesting an audit finding, we will contact the party or parties contesting the audit finding for guidance prior to destroying the audit documentation. Michael Jenkins is the engagement partner and is responsible for supervising the engagement and signing the report. Other staff will be assigned to the engagement as considered necessary. We will begin our audit and issue our reports on mutually agreed-upon dates. Our fee for these services will be based on our standard hourly rates, plus out-of-pocket costs (such as report reproduction, word processing, postage, travel, copies, telephone, etc.). Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. However,we estimate that our gross fee for the 2019 audit engagement will not exceed $10,720 and that our fee for preparation of the Corporation’s 2019 tax returns will not exceed $1,255. These fee estimates are based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will keep you informed of any problems we encounter and our fees will be adjusted accordingly. DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 December 6, 2019 Board of Directors Riverview Apartments Preservation LP Page 7 Engagement Administration, Fees, and Other Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. Government Auditing Standards require that we provide you with a copy of our most recent external peer review report and any letter of comment, and any subsequent peer review reports and letters of comment received during the period of the contract. Our unmodified 2015 peer review report; the latest available; accompanies this letter. We appreciate the opportunity to be of service to Riverview Apartments Preservation LP and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy, and return it to us. Very truly yours, McMAHAN and ASSOCIATES, L.L.C. This letter correctly sets forth the understanding of Riverview Apartments Preservation LP with respect to the services to be performed by McMahan and Associates, L.L.C. RIVERVIEW APARTMENTS PRESERVATION LP BY: Signature:_________________________________ Title:_________________________________ Date:_________________________________ DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9 Housing Director 12/30/2019 Rick Mason, CPA Joni Kumor, CPA Larry D. Graham, CPA John A. Smith, CPA Jack E. Lenhart, CPA Richard P. Reimann, CPA Stephen A. Willadson, CPA Scott Buckingham, CPA Larry G. Bean, CPA – Of Counsel SYSTEM REVIEW REPORT January 27, 2016 To the Members of McMahan and Associates, LLC and the Peer Review Committee of the Colorado Society of CPA’s We have reviewed the system of quality control for the accounting and auditing practice of McMahan and Associates, LLC (the firm) in effect for the year ended October 31, 2015. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. As a part of our peer review, we considered reviews by regulatory entities, if applicable, in determining the nature and extent of our procedures. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm’s compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www.aicpa.org/prsummary. As required by the standards, engagements selected for review included engagements performed under Government Auditing Standards and audits of employee benefit plans. In our opinion, the system of quality control for the accounting and auditing practice of McMahan and Associates, LLC in effect for the year ended October 31, 2015, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass with deficiency(ies) or fail. McMahan and Associates, LLC has received a peer review rating of pass. Lenhart, Mason & Associates, LLC DocuSign Envelope ID: A1DEF3E0-C87E-44E7-97A4-E950A28704B9