TOPIC: Minutes & Report

I am responsible to write minutes and report after meetings.
I always get confuse of whether I have to use present tense or past tense for reporting.
My previous experience is someone asked me to use "Past tense"
Can I write
Related departments are being requested to set target costs for the project and send to AC Department by 30 February 2008.
Where can I get examples in the web sites some of the following expression?
.....reported that.....
.....stated that....
....pointed out that.....
They are very useful for report writings.

Thanks

1) Yes, you are right in saying that reporting normally uses " past tense." Contrast this with direct quoting, in which you use quotation marks("xxx") to enclose the actual words the person said.
You ask if you can write the following:
"Related departments are being requested to set target costs for the project and send THEM (the targets) to THE AC Department by 30 March 2005."
(This is a great sentence (with corrections).

2) You ask further where you can get examples for some of the following expression:
......reported that.....
.....stated that.....
....pointed out that......
you can search the Internet for examples of real minutes, e.g., search Google on "meeting minutes writing" (without the quotes).

Here are some additional " reporting" verbs useful for minutes
addressed, agreed, approved, circulated, confirmed, considered, decided, discussed, expressed, included, pointed out, presented, proposed, received, reported, reviewed, stated, stressed, suggested.