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.