What tenses to use in writing meeting 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 / happen in future.

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)
• All the members agree to build a new building. The construction of a new building will start February next year (in February Year 2021). (Should it be: All the members agreed to build a new building. The construction of a new building would start February next year)

• The Sun will rise at 5.20 am every morning in Sydney. (Should it be: The Sun would rise at 5.20 am every morning in Sydney).

2.When Something is not Certain.

Example :

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