Tenses to use when writing minutes

I understand that you must use past tense when writing minutes. However, there are some instances when I am not sure if past tense should be used as it would either change the meaning of the sentence or sound weird. Below are some situations which I have trouble with:

1.When something is in progress.

Example:

• The team is checking on the machine. (Should it be: The team was checking on the machine)
• Checks on the system are being done. (Should it be: Checks on the system was being done)

2.When Something is not Certain.

Example :

• If there is sufficient data to support the efficiency of the new system... (Should it be: If there was sufficient data to support the efficiency of the new system...)

• If the project is successful... (should it be: If the project was successful)

Thanks for helping.

Solution 1:

If the matter is in progress you need the present tense or the conditional tense as you have illustrated. (Data is plural so: "If there are sufficient data ...".) When I've taken minutes in the past, I've listed such matters as "open" in the minutes. When they are resolved they have been listed as "closed".