I would be much grateful if you could advise me if the tenses used in the following minutes extracted on the net are correct or not. Thank you.
"The present practice of uploading notices of talks and forum on academic
and parenting skills is not very effective as few parents visit the PTA website. The Chairman suggested that the PTA should be more focused on high quality events of between one to two per annum and send out email alerts to parents. It is
suggested to study the technical feasibility.
The title of PTA newsletter will be "Happy Days, Happy Life". Mr. X requested for submission of article by PTA parent-members before 15 May. The article can be in Chinese or English with relevant photo. The purpose of the article is for PTA Parent-members to share their experience and views on how to help build a caring community in school through
participation in PTA activities.
The financial report of the Annual Dinner and the XXX Day Food Stall were distributed with the minutes of the last meeting. It is noted that the XXX Day Food Stall generated a
net surplus of $xxxxxx. The reason for lower surplus for this year is that a lot of food sold out by 4 p.m. and hot drinks which generated higher profit margin were less
welcome this year due to the high temperature that day.
The Class and Form Parents meeting for F2 parents was held on 18 February, 2009. The purpose of the meeting is to build a platform for the parents to communicate and exchange
ideas freely in the absence of teachers. Mr X met the parents in the hall upon closure of the Parentsí Meeting to provide clarification to parents on issues raised."
The simple rule is, use past tense when describing about event happened in the past. The minutes of a meeting is the narration of decisions/discussions held in the meeting. So normally past tense is used. Occasionally, you will need to use both past and present tenses, when discussing facts and opinions. Use present tense if those are universally true or relevant to present. So here I have corrected those verbs in red which need to be in past form.
One more advice for you- get yourself registered with the Forum. Then you will have access to several facilities and benefits which are useful for improvement English language.