The duties of the Audit Chairman/Committee and the guidelines for performing audits for the Sun City West Softball Charter Club are contained in this document.
 
An annual audit is mandated by the Recreation Centers of Sun City West and the outgoing SCW Softball Board.

• The audit committee shall be comprised of three (3) members appointed by the Club Board. 
• A Club audit will be conducted in December of each calendar year and a report given to the Club Board prior to the January Board Meeting.
• The audit committee will NOT be comprised of any current Board Member. 
• Results of audit performed will be archived within the Audit Committee Guidelines for a minimum of 10 years.
• The audit committee report will be signed by all Audit Committee Members and presented to the SCW Softball Club Secretary for processing.
• A copy of each Audit Committee Report will be provided to the office of the Recreation Activities Manager by December 31st for the previous 12 months.

Audit Areas will include:

1. Financial
   1. The Audit Committee shall investigate all financial dealings and payments for abnormalities. 
   2. All abnormalities shall be included in the annual audit report.
   3. The Audit Committee shall make recommendations for future financial operating procedures, and changes to these guidelines, to the SCW Softball Club Board for ratification.
2. Recreation Center Cards
   1. The Audit Committee shall double check the Treasurers report on current Rec Card members. 
   2. Those members who are not current with their Rec Card and club dues will not be permitted to play or be drafted.
   3. Those members who are not current will be reported to the President and Board as well as the Chairman of the American and National Leagues.
3. SCW Softball Club Dues
   1. The Audit Committee shall review the Treasurers reports on current SCW Softball Club dues and include any abnormalities or errors the Audit Report.
   2. The Audit Committee shall make recommendations for membership to the Membership Committee as well as the SCW Softball Club President and Board for appropriate action.
   3. Those members who are not current with their Rec Card and club dues will not be permitted to play or be drafted, including non sanctioned leagues.
   4. those members who are not current will be reported to the President and Board as well as the Chairman of the American and National Leagues.
4. Waiver Compliance - waiver compliance is mandated by the Recreation Centers of Sun City West and is part of the SCW Softball Club Bylaws.
   1. The information for waiver compliance is obtained from the azsrsoftball.sg1.us database. 
   • All waivers for SCW players are scanned and entered into the database for electronic storage.  The physical copy is then filed and stored at Liberty Field in the club house.
   • All waivers for SC players are to be made available via electronic storage in the azsrsoftball.sg1.us database.
   • All Group Waivers for events, and other leagues are to be completed prior to players being allowed on the field and shall be stored electronically in the azsrsoftball.sg1.us database and then filed at the Liberty Field in the club house.
   2. All waivers should be dated after January 1, 2009.  Waivers dated prior to January 1, 2009 will be considered invalid.
   3. Waivers are needed for everyone playing on Liberty Field (includes guest reciprocal players, guest teams and non-sanctioned league players.
5. Inventory
   1. The Audit Committee shall include the inventory report submitted to the Recreation Centers of Sun City West as part of this report.
   2. The Audit Committee shall include the original date of purchase on all inventoried items.  Should an items purchase date not be able to be determined, the purchase date shall reflect "prior to (audit date)"
   3. The Audit Committee shall include a current Uniform and Equipment inventory as part of the Audit Report.  And, shall review the inventory as presented by the Uniform and Equipment Committee.  The Audit Committee shall make recommendations for improvements to the Uniform and Equipment Committee, President and Board for recommendation ratification and implementation.