Here is an example of the agenda for my last meeting (with names removed):

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XXXXXXXX Elementary PTO
Board Meeting Agenda
For October 9th, 2007

Welcome/Introductions - Jim XXXXX, President
Requests - Jim XXXXX, President
 Mrs. XXXXXX, Nurse
- Underwear – Purchased
Principal’s Report - Mr. XXXXXX, Principal
Budget Review – XXX XXXXX, Treasurer
 Treasurer’s Report
Past events/programs
 Open House – XXX XXXXX, Coordinator
 Picture Day – XXXXX XXXXXXX, Coordinator
 Roller-Skating Party - XXXXX XXXXXX/XXX XXXXX, Event Co-Chairs
 Reading Incentive Kick-Off - XXXX XXXXXXXX, Program Chair
Upcoming events/programs
 Yankee Candle Fundraiser – XXXX XXXXXX, Fundraising Coordinator
 Harvest Party – Jim XXXXX/XXXXX XXXXXX, Event Co-Chairs
 BoxTop$ for Education – XXX XXXXX/XXXX XXXX, Program Co-Chairs
 Book Fair – XXXX XXXXX/XXXXX XXXXX/XXX XXXXX, Co-Chairs
 Borders Gift Wrap Fundraiser – General Discussion
 Friendly's Nights – XXXXXXX XXXX, Event Chair
 Food Drives – General Discussion
 Playground/Asphalt Overlay – Jim XXXXX, Project Coordinator
 Holiday Shoppe – General Discussion
 Other
Other updates/Open discussion
 Apparel & Spirit Items – Jim XXXXX, Apparel Coordinator
 PTO Website – Jim XXXXX, Webmaster
 Other
Door Prize
Adjourn

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Hope this helps,
PresidentJim

Hello! I am new to PTO. We are having our 1st Parent/Teacher Mtg soon...could you please help me with what details are involved in having this meeting....what should be on the agenda. etc? Thanks

Keeping a timer works, I used it for the first time last month!
It is a quite timer, that was appreciated.
I worried that it would be seen as rude, but found that we all want to be heard and be able to leave in a timely manner.
Following the agenda, not allowing side bar conversations, and raising hands to have the floor has also helped.

When I create the agenda for the upcoming meeting I make a couple of calls to ask for updates from the various committee chairs. This way I may already have the answers to all of the questions that may arise, but also know if they are "stuck" on anything. This helps me help them resolve the issue before the meeting, which helps to prevent the lengthly "mini-meetings" during the monthly meeting. In addition, I create a "special" agenda for myself, with sub-categories of all of the topics. This way I ensure that nothing important is missed and that everything is in the minutes.

Regards,
PresidentJim

I prefaced the mtg. by saying: this mtg. will end at the 90 min. mark whether or not everything on the agenda has been discussed. If it hasn't been it will be tabled to the next mtg.
Then I decided to list things in order of "must discuss" on the agenda. Such as: approval of last month's mintues, the treasurer's report, teacher requests for $ and so on. That way those get done quickly and everyone knew the goal. I was surprised at how well it was received and there were even a few "extra's" thrown in that weren't on the agenda and we were still done 5 min. early.

What works for me........issue an agenda ahead of time and tell the folks on it they have 5 minutes to give an update. Issue the agenda to the school parents a week before the meeting putting a goal of 1-1/2 hours. Put the agenda on a chalk board, or white board that night and stick to it! Stay on track and keep it moving. I also use a u format to set up the tables and chairs. We used to use indiv tables and it caused too many side conversations. Good luck.......