Protocol for Marking the Death of Sovereign/Senior Royal/Holder Of
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Bottesford Parish Council Protocol for Marking the Death of the Sovereign / Senior Royal / Holders of High Office and Other Prominent Figures This protocol was adopted by resolution of the Full Council at its meeting held on 13th January 2020. Background: The Parish Council should consider what actions would be taken in the event of the death of a Senior Royal: HM The Queen HRH The Duke of Edinburgh HRH The Prince of Wales HRH The Duchess of Cornwall HRH The Duke of Cambridge HRH The Duchess of Cambridge HRH Prince George of Cambridge HRH Princess Charlotte of Cambridge HRH Prince Louis of Cambridge HRH The Duke of Sussex HRH The Duchess of Sussex HRH The Duke of York HRH The Princess Royal HRH The Earl of Wessex HRH The Countess of Wessex Council needs to decide what level of response to take for each Senior Royal, bearing in mind the need for flexibility should there be an unexpected outpouring of public grief for a particular person or vice versa. Consideration should also be given to the actions to take in the event of the death of a current/former Prime Minister, the serving Member of Parliament for Rutland & Melton and other prominent figures or local holder of high office. It is important that the Parish Council have a protocol in place for the event of the death of a Senior Royal to remove the need for an extraordinary Council meeting and last minute decisions. Official National Mourning: On the death of the Sovereign there will be 10 days of Official National Mourning as follows: Timeline Action ‘D’ day Date of Death ‘D’ day + 1 Proclamation Day (London) – Only for Death of Sovereign ‘D’ day + 2 Proclamation Day – Only for Death of Sovereign ‘D’ day + ? (Middle Sunday) Civic Services Held ‘D’ day + 4-6 to 9 Lying in State ‘D’ day + 10 Day of the Funeral ‘D’ day + 11 Period of Official Mourning Ends On the death of other Senior Royals any period/duration of Official National Mourning will be announced by the Palace. Key Elements of Protocol: When the Parish Council is formulating and agreeing its Protocol areas of consideration are to include: Local Proclamation Does the Chair of the Parish Council read a public proclamation Where would this take place Who would stand with the Chair Who would be invited Public Notice & Does the Chair of the Parish Council issue a statement Press Statement expressing the sadness of the Council and people of Bottesford at the news of the death What information should the statement/notice contain Details of any local proclamation Location of any Book of Condolence Arrangements for floral tributes What newspapers should statement be sent to (Melton Times, Grantham Journal, Nottingham Post) Should a statement be placed on the Parish Council Website and social media Book of Condolence Does the Parish Council have a Book of Condolence available For which royals Where would it be located/placed (Options: Parish Clerk’s office, Bottesford Community Library, St. Mary’s Church, Bottesford VC Hall) Official Condolence book or loose-leaf file so can add/remove pages Will there also be an Online Book of Condolence Storage afterwards Parish Council archives Local archives Central archives Flowers Where should public floral tributes to be placed How long would flowers be left (Maybe for the duration of the mourning period) Where would the flowers be taken afterwards Should there be a ceremonial removal of flowers involving local community Could there be system to accept monetary donations in lieu of floral tributes Flag Flying Where are the flagpoles in the village located Who will be responsible for raising and lowering the flag over period of mourning What days/times should flags be flown at half-mast What days/times should flags be flown at full mast Portraits Where are Sovereign’s portraits located in Parish Council premises Portraits should be adorned with a black ribbon during period of mourning, who will do this Portrait of new Sovereign should be displayed after period of mourning. Who to obtain new portrait Letter of Condolence Should the Parish Council send an ‘official’ letter of condolence on behalf of the Parish. What format of wording to be used To whom in Royal household will letter be sent to Should a copy of the letter be placed on the Parish Council’s Website and social media Events & Meetings During Consider whether meetings or events would be cancelled Period of Mourning out of respect during the period of mourning What about any scheduled Parish Council meetings Should any meetings or events going ahead during the period of mourning begin with a period of silence If the death occurs in December will Christmas activities, carol services, light switch on etc still go ahead or will they be rescheduled or cancelled By working with local churches/faith groups should the Parish Council arrange some sort of Service on the eve of the funeral Dress Code Should Parish Councillors and staff be required to wear mourning clothing at meetings and/or official events during the period of mourning black ties black armbands black mourning rosettes Does the Parish Council have a supply of black armbands and/or black mourning rosettes Memorial Would the Parish Council wish to plant a tree/memorial bench in memory of the deceased person Could there be system to accept monetary donations in lieu of floral tributes Recommendations and Proposal: Having given due consideration to the above points it is recommended that Council accepts and approves the following Proposals that: A. The Parish Council adopts the four detailed individual protocols attached for: o HM The Queen (Appendix 1) o HRH The Duke of Edinburgh or HRH The Prince of Wales (Appendix 2) o Senior Royals (HRH designation) or Serving Prime Minister (Appendix 3) o Serving MP or Prominent Person or Local Holder of High Office (Appendix 4) B. The Parish Council adopts the three draft written statements (from Chair) attached, to be used for the Public Notice and Press Statement on the death of: o HM The Queen (Appendix 5) o HRH The Duke of Edinburgh (Appendix 6) o HRH The Prince of Wales (Appendix 7) C. The Parish Council’s Lead Members for ‘Communications and Website’ to design and upload (in hidden mode) a ‘period of mourning page’ (POMP) webpage, reflecting a sombre mood, that is suitable for communicating details with regards to the death and the Parishes arrangements with regards to the period of mourning. D. The Parish Council’s Lead Members for ‘Communications and Website’ to investigate, develop/design and upload (in hidden mode) an Online Book of Condolence that can be made available via a link from the Parish Council’s website. E. The Parish Council delegates authority to the Clerk to purchase, up to the sum of £300, the following items: o Framed photos of: . HM The Queen . HRH The Duke of Edinburgh o Black table cloth & black ribbon to be stored until required. o Mourning clothing such as black armbands and black mourning rosettes. o Two loose-leaf Condolence books. F. The Parish Clerk to prepare a draft ‘official’ letter of condolence on behalf of the Parish (from Chair) that would be sent on the death of: o HM The Queen o HRH The Duke of Edinburgh o HRH The Prince of Wales G. The Parish Clerk to circulate the Parish Council’s protocol/plan around relevant organisations for information, including Melton Borough Council, local churches, uniformed groups, schools etc. H. The Parish Council adopts the ‘Aide-Memoire for Protocol Implementation’ (Appendix 8). I. A perpetual diary item to be recorded in the Parish Council’s calendar to review the ‘Protocol for Marking the Death of a Senior Royal’ on an annual basis (i.e. July each year) and updating as appropriate. APPENDIX 1 Protocol on the Death of: HM The Queen Day of Death: (Depending of time of Announcement) o Parish Council website’s to be change to a ‘period of mourning page’ (POMP) reflecting a sombre mood and relaying details with regards to the death. o All Parish Councillors and Staff to wear a black armband when acting on behalf of the Parish Council or during opening hours of the office. o Notice about the times/location of book of Condolence to be added to website. o Notice advising residents that an area adjacent to the flagpole on Jubilee Green has been designated as the site where floral tributes can be left is to be added to website. o Flags at the Parish Office and at Jubilee Green to be lowered to half-mast. o Review diary of events/meetings and the Parish Clerk to assess with Chair whether any should be postponed/cancelled. D Day + 1: o Book of Condolence available on table in the entrance area to Parish Office/Fuller Rooms, covered in a black table cloth. Photograph of the Queen to be surrounded with black ribbon. o Online Book of Condolence made available, with link from the Parish Council website. o Parish Councillors and Staff to wear black armbands when on Parish Council business/during opening hours of the office. o Letter of Condolence to be sent to next of kin (address needs to be established). D Day + 2: o A Proclamation event (at/after 4pm) to be held adjacent to the flagpole on Jubilee Green where the Chair of the Parish Council reads a Proclamation and all residents are invited. Details of the Proclamation event is to be advertised on the Parish Council’s website and through social media i.e. Facebook. [In the event of likely adverse weather the Proclamation event should be moved to the Fuller Rooms].