Rules 16 explained: this guide covers what it means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.
Rules 16 to 18 set the working procedure of the PPV&FR Authority: how often it meets, how a special meeting is called, what notice is given, how decisions are taken, what the quorum is, how the Standing Committee runs and how the Authority may appoint experts and further committees. Institutions that depend on an Authority decision can ask our compliance advisory team to check the procedure.
Rules as amended up to G.S.R. 803(E) dated 16 November 2021. Later notifications should be checked on plantauthority.gov.in.
The Authority meets at least twice a year (rule 16(1)). A special meeting is called on a written request of not less than five members or on a Central Government direction (16(2)). Notice is fifteen days for an ordinary meeting and three days for a special one (16(3)). Decisions are by majority, with a casting vote, and the quorum is five, excluding the Chairperson and the Registrar-General after 2015 (16(7)). The Standing Committee's quorum is three (17(5)). The Authority may appoint experts, consultants and other committees (rule 18). These rules carry out section 4 and section 5 of the Act.
Rule 16: meetings of the Authority
Rule 16 has nine sub-rules.
| Sub-rule | Rule |
|---|---|
| 16(1) | The Authority meets "at least twice in a year" at its headquarters or at a place decided by the Chairperson |
| 16(2) | The Chairperson, on a written request of "not less than five members" or on a direction of the Central Government, calls a special meeting |
| 16(3) | "At least fifteen days' notice of an ordinary meeting and three days' notice of a special meeting", stating the purpose, time and place |
| 16(4) | The Chairperson presides; in his absence, a Presiding Officer chosen by the members present from among themselves |
| 16(5) | Decisions by majority of the members present and voting; on equality, the Chairperson (or the member presiding) has "a second or casting vote" |
| 16(6) | Every member has one vote |
| 16(7) | Quorum is five (see below) |
| 16(8) | No member may bring a matter for consideration without ten days' notice to the Member-Secretary, unless the Chairperson permits |
| 16(9) | Notice of a meeting may be delivered by messenger, sent by registered post to the member's last known place of residence or business, or given in another manner the Chairperson or Member-Secretary thinks fit |
The quorum after 2015
Rule 16(7) originally read: "The quorum for the meeting of the Authority shall be five." G.S.R. 494(E) of 15 June 2015 inserted, after the word "five", the words "excluding Chairperson and Registrar - General". The rule now reads, in effect, that the quorum is five members, not counting the Chairperson and the Registrar-General.
That matters for counting. Section 3(4) gives the Authority a Chairperson and fifteen members, with the Registrar-General as ex officio member-secretary under section 3(5)(c). A meeting at which only the Chairperson, the Registrar-General and four other members are present has no quorum under the amended rule, because only four counted members are there. A quorum needs five members besides those two. The rule does not say whether a meeting adjourned for want of a quorum may proceed later with fewer.
The Act's own provisions on the meetings, the casting vote and the disclosure of interest are in sections 4 to 7; rule 16(5) mirrors section 4(4). Section 4(5) requires a member with an interest in a matter to disclose it and not attend that meeting, and section 4(6) protects the Authority's acts against vacancy or a defect in its constitution.
An invented example: the Authority gives a seed-industry body fifteen days' notice of its ordinary meeting, and a member of the body wants a new item discussed. Under rule 16(8) the member must give the Member-Secretary ten days' notice of the item, unless the Chairperson allows it to be raised without that notice.
Rule 17: Standing Committee
Section 3(7) of the Act requires the Chairperson to appoint a Standing Committee of five members, one of whom represents a farmers' organisation, to advise the Authority on all issues including farmers' rights. Rule 17 provides its working procedure.
| Sub-rule | Rule |
|---|---|
| 17(1) | The Chairperson selects one of its members to preside over its meetings |
| 17(2) | In that member's absence, a member elected by those present from among themselves presides |
| 17(3) | Decisions by majority of members present and voting; casting vote on equality for the selected member or the member presiding |
| 17(4) | Every member has one vote |
| 17(5) | Quorum is three |
| 17(6) | The convener, in consultation with the Authority, determines the venue anywhere in India and serves notice on all members at least fifteen days in advance |
The Standing Committee's quorum of three is out of a committee of five. The 2015 amendment to rule 16(7) did not alter rule 17(5). The Rules do not say how long a Standing Committee lasts or how often it must meet.
Rule 18: experts, consultants and other committees
Rule 18 has three sub-rules.
- 18(1): the Authority "may appoint such experts or consultants as it considers necessary to seek guidance and assistance in technical areas demanding specialised advisory inputs".
- 18(2): the Authority "may appoint such other committees as may be necessary for the efficient discharge of its duties and functions".
- 18(3): the Authority "may, in consultation with the Central Government, fix the quantum of remuneration, payable to the experts and consultants".
The Rules do not list the subjects on which experts or committees may be appointed beyond "technical areas demanding specialised advisory inputs". The Act's general power to appoint committees is in section 5. The Rules print no remuneration figures, so none is stated here.
Practical points for readers:
- The Authority meets at least twice a year; a matter that needs a decision of the whole Authority in between can only be taken up at a special meeting under rule 16(2).
- Delegation of the Authority's powers is covered by section 10 of the Act, discussed with the Authority's functions.
- A written request for a special meeting needs five members; it is not open to outsiders.
If your institution needs to understand how the Authority takes decisions that affect a variety or a licence, our compliance advisory team can explain the procedure.
Need help with the Authority's procedure?
When a matter turns on whether the Authority met validly, gave proper notice or had a quorum, the details of rules 16 to 18 decide the outcome. Our compliance advisory team can review the notices, minutes and committee papers against these rules.
Key takeaways
- The Authority meets at least twice a year; a special meeting needs a written request of five members or a Central Government direction.
- Notice: fifteen days (ordinary) and three days (special).
- Decisions by majority with a casting vote; a quorum of five, excluding the Chairperson and the Registrar-General (as amended in 2015).
- The Standing Committee's quorum is three and its notice period is fifteen days.
- The Authority may appoint experts, consultants and other committees and fix remuneration in consultation with the Central Government.
Read next
- Sections 4-7: meetings, committees and officers
- Rules 11-15: the Chairperson and non-official members
- Rules 21-22C: the Chairperson's powers and the Authority's functions
Disclaimer: Based on the Protection of Plant Varieties and Farmers' Rights Act, 2001 as amended up to the Tribunals Reforms Act, 2021, the PPV&FR Rules, 2003 as amended up to G.S.R. 803(E) of 16 November 2021, and the regulations, rules and scheme named in the article, as published by the PPV&FR Authority and consulted on 3 October 2026. Later notifications should be checked on plantauthority.gov.in. This article is general information, not legal advice; check the official text before acting.