Protocol for Marking the Death of Sovereign/Senior Royal/Holder Of

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]. o Flags at the Parish Office and at Jubilee Green to be raised to full mast. o Book of Condolence available at times specified on a table in the entrance area to Parish Office. o Black armbands worn on Parish Council business. D Day + ?: o Civic service in local church (middle Sunday of the mourning period). Representatives from the Parish Council to attend. D Day +4 to 9: o Flags at the Parish Office and at Jubilee Green to be lowered to half-mast. o Book of Condolence available at times specified on a table in the entrance area to Parish Office. o Black armbands worn on Parish Council business. o If a service is held night before funeral, representatives from Parish Council to attend. D Day + 10 o Funeral. D Day + 11 o Period of official mourning is over. o Arrange for flowers to be collected/removed from Jubilee Green and any healthy floral tributes to be moved/placed in Granby Drive adjacent to the Friendly Bench. o Book of Condolence to be closed and archived. o Website’s Book of Condolence to be closed and archived. o Website’s to revert back to standard/normal Parish Council web page. o Consider whether to have a memorial tree/bench. o Portraits remain covered in black ribbon for month.

APPENDIX 2 Protocol on the Death of: HRH The Duke of Edinburgh HRH The Prince of Wales

Day of Death: (Depending of time of Announcement) o Parish Council website’s to be change to a ‘period of mourning page’ (POMP) with a photograph and written statement to be put onto the website. 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 deceased 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 + ?: o If a civic service in local church (middle Sunday of the mourning period) then representatives from the Parish Council to attend. D Day + 2 to + ?: o Book of Condolence available at times specified on a table in the entrance area to Parish Office. o Black armbands worn on Parish Council business. o If a service is held night before funeral, representatives from Parish Council to attend. D Day + ? o Funeral. Day After Funeral o Period of official mourning is over. o Arrange for flowers to be collected/removed from Jubilee Green and any healthy floral tributes to be moved/placed in Granby Drive adjacent to the Friendly Bench. o Book of Condolence to be closed and archived. o Website’s Book of Condolence to be closed and archived. o Website’s to revert back to standard/normal Parish Council web page. o Portraits remain covered in black ribbon for month.

APPENDIX 3 Protocol on the Death of: Other Senior Royals (i.e. HRH Designation) Serving Prime Minister

Day of Death: (Depending of time of Announcement) o Photograph and written statement to be put onto the Parish Council 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 Parish Clerk to assess with Chair whether any should be postponed/cancelled. D Day + 1: o Flags at the Parish Office and at Jubilee Green to remain lowered to half-mast until day following funeral. o Letter of Condolence to be sent to next of kin (address needs to be established). D Day + ? o Funeral. Day After Funeral o Arrange for flowers to be collected/removed from Jubilee Green and any healthy floral tributes to be moved/placed in Granby Drive adjacent to the Friendly Bench. o Photograph and written statement to be removed and the website to revert back to standard/normal Parish Council web page.

APPENDIX 4 Protocol on the Death of: Serving MP Prominent Person or Local Holder of High Office

Day of Death: (Depending of time of Announcement) o Photograph and written statement to be put onto the Parish Council website. o Flags at the Parish Office to be lowered to half-mast. Note. Other actions to be considered in light of assessment of levels of public grief.

APPENDIX 5 Statement / Press Release to be used on the Death of: HM The Queen

21 April 1926 - ?????? Bottesford Parish Council (incorporating Bottesford, Muston, Easthorpe & Normanton) was deeply saddened to learn about the death of Her Majesty Queen Elizabeth on ??????. Since 6th February 1952 when she became Queen, Her Majesty’s life has been dedicated to serving this nation and the people within it. As the longest reigning monarch, her presence has been a comfort and source of strength in a rapidly changing world. Her Majesty’s dedication to the hundreds of charities of which she is patron and her hard- working dedication has been a source of inspiration to so many. She will be greatly missed and the impact her reign has had will not be forgotten. May she rest in peace.

Identify a suitable photograph of the Queen that can be downloaded and used with this Statement / Press Release.

APPENDIX 6 Statement / Press Release to be used on the Death of: HRH The Duke of Edinburgh

10 June 1921 - ?????? Bottesford Parish Council (incorporating Bottesford, Muston, Easthorpe & Normanton) was deeply saddened to learn about the death of His Royal Highness The Duke of Edinburgh on ??????. Since his marriage to Her Majesty Queen Elizabeth II on 20th November 1947, he has dedicated his life to serving this nation and being Her Majesty’s ‘Strength and Stay’ throughout their marriage. The Duke was involved with some 800 charities or bodies, with a particular interest in scientific and technological research, industry, the environment and sport. His dedication and steadfastness to the country leaves a legacy that will not be forgotten. May he rest in peace.

Identify a suitable photograph of the Duke of Edinburgh that can be downloaded and used with this Statement / Press Release.

APPENDIX 7 Statement / Press Release to be used on the Death of: HRH The Prince of Wales

A champion of environmental issues for nearly 50 years, The Prince spoke out publicly about his concerns about pollution and plastics and their impact on the natural world. He also maintained a personal interest in sustainable farming methods.

His dedication and steadfastness to his Royal duties over the years leaves a legacy that will not be forgotten. May he rest in peace.

Identify a suitable photograph of the Prince of Wales that can be downloaded and used with this Statement / Press Release

APPENDIX 8 Aide-Memoire for Protocol Implementation

Implementation of the Protocol on hearing of the Death of the Sovereign or other Senior National Figure Action Required Authorised By Comments Bottesford Parish Council’s mourning Implementation will be authorised by the Once there is “official” confirmation of the Protocol will be implemented on the formal Chair of the Parish Council (in their absence death the following announcement will be announcement of the death of a person the Vice Chair) in conjunction with the Parish made by the Chair of the Parish Council on named on page 1 of the Protocol. Clerk. the Parish Council’s website and via social (D Day) media to say: “It has been announced by Buckingham Palace that ...... ”.

On receipt of the formal announcement of Implementation will be authorised by the Notification should be done by e’mail or death of a persons named on page 1 of the Parish Clerk. phone. Protocol the Parish Clerk will advise the Chair of the Parish Council and all Parish Councillors. (D Day)

Notes: Plans to mark a death must only be implemented when a formal announcement has been made. PLEASE TREAT WITH CAUTION unconfirmed reports from news agencies (“i.e. reports are coming in of the death of .....”). Wherever possible wait for a more definite or specific announcement (i.e. “It has been announced by Buckingham Palace/Downing Street that ...... ”). For the death of the Sovereign or another senior member of the Royal Family the Parish Clerk will cascade information through the community to ensure timely decisions and notifications can be made. For other figures, there may need to be consultation at the time on the ways in which such death should be marked.

Issuing a Press Statement Action Required Authorised By Comments On receipt of the formal announcement of Press Release will be authorised by the Suitable draft announcements are shown in death of a person named on page 1 of this Chair of the Parish Council (in their absence the Appendices to the Protocol and at the Protocol, the Chair of the Parish Council will the Vice Chair) in conjunction with the Parish end of this document: issue a statement expressing the sadness of Clerk. Appendix A - HM The Queen (i.e. Sovereign) the Parish Council and people of Bottesford Appendix B - HRH The Duke of Edinburgh at the news of the death of ...... Appendix C - HRH The Prince of Wales

The statement will confirm that flags are to If in doubt, do not rush out a statement which be flown at half-mast and will give details of commits the Parish Council to action before any Books of Condolence. It will also that action has been discussed and has the mention any arrangements for an e-Book of necessary agreement from the Parish Condolence and if appropriate the reading of Council. the Proclamation and/or Proclamation event.

The statement will also appear on the Parish Upon the death of the Sovereign all other Council’s website and social media. news and information will be removed from (D Day) the front page of the Parish Council’s website.

Upon the death of any other persons named on page 1 of the Protocol the Parish Clerk will consider the appropriateness of other information on the front page of the website.

Notes: The Chair of the Parish Council will agree a form of words for a message, expressing sorrow at the news of the death. This will be the official form of words to be included in any Press Release, social media (i.e. Twitter or Facebook message) and also placed on the home page of the Parish Council’s Website. An external link to the Buckingham Palace eBook of Condolence (www.royal.gov.uk) or other appropriate site, will be included on the Parish Council’s Website. This link will be removed at the end of the day following the day of the funeral (i.e. if the funeral falls on a Thursday the link will be removed at 5.00 p.m. on the Friday).

Website & Social Media (i.e. Facebook) Action Required Authorised By Comments The ‘period of mourning page’ (POMP) Implementation will be authorised by the The webpage should show: webpage, (previously developed and Parish Clerk, with implementation being  The announcement of the death. uploaded in hidden mode) that reflects a undertaken by the by Parish Council’s Lead  Copy of the Public Notice & Press sombre mood, is to be ‘finalised’ and made Member(s) for ‘Communications and Statement issued by the Chair of the ‘live’ on Parish Council’s website. Website’. Parish Council on behalf of the Parish. (D Day)  Details of any local Proclamation event (where applicable).  Location of and opening times for any Book of Condolence (where applicable).  A link to the e-Book of Condolence (where applicable).  Location arrangements for floral tributes.  The Proclamation (if Sovereign’s death).

Any photograph/portrait of the deceased on the webpage should have a black ribbon effect shown diagonally across one top corner.

Upon the death of the Sovereign all other news and information will be removed from front page of the Parish Council’s website.

The ‘period of mourning page’ (POMP) Authorised and implementation by the Parish webpage is to be removed from the Parish Clerk. Council’s website, reverting back to the standard/normal Parish Council web page. (D Day +11)

Notes: The ‘period of mourning page’ (POMP) (without the Proclamation) can be utilised for any other senior member of the Royal Family.

Flag Flying Action Required Authorised By Comments Immediately on the formal announcement of Undertaken by the Village Warden and/or Appendix D sets out the correct procedure the death of a person named on page 1 of designated volunteer as instructed by the for flying a flag at half-mast. the Protocol the Parish Clerk is to arrange for Parish Clerk. flags to be lowered to half-mast. (D Day)

Applicable only following the death of the Sovereign: On Proclamation Day (D+1) [the day Undertaken by the Village Warden and/or following the death of the Sovereign, when designated volunteer as instructed by the the new Sovereign is proclaimed] flags will at Parish Clerk. 11.00hrs be raised to full mast and flown throughout the day at full mast. (D Day +1)

On the day following Proclamation Day (D+2) Undertaken by the Village Warden and/or the flags will be returned to half-mast at designated volunteer as instructed by the 13.00hrs. Parish Clerk. (D Day +2)

On Subsequent Days: Undertaken by the Village Warden and/or A full state funeral in Westminster Abbey of Following the death of the Sovereign or other designated volunteer as instructed by the the Sovereign will take place 10 days after members of the Royal Family identified in the Parish Clerk. the day of death (D+10), unless D+10 falls on list on page 1 of the Protocol, flags will a Sunday, then the funeral will be held on the continue to be flown at half-mast until D+11 Monday. 08.00hrs on the day following the funeral. For other senior members of the Royal Family the number of days will be fewer.

For all others (i.e. non-Royals) identified in Undertaken by the Village Warden and/or The phrase “usual local arrangements” the list on page 1 of the Protocol, flags will fly designated volunteer as instructed by the should be read as meaning that where a flag at half-mast on the day of the announcement Parish Clerk. is usually flown it can, on the day following of the death. On subsequent days the usual the funeral, again be flown at full mast. If no local arrangements will resume (see note flag is usually flown, the flag can be taken opposite) until the day of the funeral when down. they will again fly at half-mast. (D Day) (Funeral Day)

Notes: The following flags are to be flown at half-mast:  Parish Office  Jubilee Green

On the formal announcement of death, all flags are to be lowered to half-mast until 08:00 hrs on the morning following the Funeral. In the case of the death of the Sovereign, the day following the death will be ‘Proclamation Day’ (the day when the new Sovereign is proclaimed). On Proclamation Day flags must be flying at half-mast at the start of the day. All Flags will then be flown at the Mast-head from 11:00hrs on D+1 (Proclamation Day) to coincide with the Reading of the Principal Proclamation and until 13:00hrs on the day following Proclamation Day (D+2), as the Proclamation having firstly been read in London on Proclamation Day will then be read in Belfast, Edinburgh and Cardiff on the day following Proclamation Day.

Appendix 8 sets out the correct procedure for flying a flag at half-mast.

Letter of Condolence Action Required Authorised By Comments As soon as practical, a letter of condolence Approval prior to dispatch from the Chair of A copy of the condolence letter sent will be will be drafted and sent by the Chair of the the Parish Council (in their absence the Vice made available on the Parish Council’s Parish Council on behalf of the Parish Chair) in conjunction with the Parish Clerk. ‘period of mourning page’ (POMP) webpage Council and its parishioners. on the website. (D Day +1) Parish Clerk to source recipients postal/email address.

It is usual, in the case of the death of a member of the Royal Family, for letters to be sent to the Private Secretary of the deceased, asking that condolences be passed to the next of kin and other members of the family (except in the case of the Sovereign’s death). However, in the case of the Sovereign’s death the letter of condolence should be sent to the new Sovereign’s Private Secretary asking that condolences be passed to the new Sovereign.

In each case one ‘official’ letter of condolence will be sent on behalf of the Parish Council by the Parish Clerk.

An external link to the Buckingham Palace eBook of Condolence (www.royal.gov.uk) or other appropriate site, will be included on the Parish Council’s Website. This link will be removed at the end of the day following the day of the funeral (i.e. if the funeral falls on a Thursday the link will be removed at 17.00hrs. on the Friday).

Portraits Action Required Authorised By Comments Portraits of the deceased should have a Authorised by the Parish Clerk. Appendix E shows how to mark the death by black ribbon placed diagonally across one placing black ribbon across the top right- top corner. hand corner of the picture. (D Day) A supply of black ribbon to be made available from the stock held within the Parish Clerk’s office supplies.

The portraits in meeting rooms should remain Authorised by the Parish Clerk. in situe with the black ribbon for one month, being the period of Royal Mourning. (D Day to D Day +1Month)

After this time the portrait of the new Authorised by the Parish Clerk. Ensure the portrait of the new Sovereign is Sovereign should be put in place, with an ordered/purchased in sufficient time so as to alternative position for the former Sovereign’s be available. portrait found. (D Day +1Month)

Notes:

Books of Condolence Action Required Authorised By Comments On the day following the announcement of Undertaken by the Village Warden as the death of the Sovereign, HRH The Duke authorised and instructed by the Parish of Edinburgh or HRH The Prince of Wales a Clerk. Book of Condolence will be opened in the entrance area to Parish Office/Fuller Rooms.

A table and chair will be positioned in Ensure that a stock of items held by the entrance area to Parish Office/Fuller Rooms, Parish Council of: with the table covered in a black table cloth.  Black table cloths.  Framed photographs/portraits of On the table will be placed a framed members of the Royal Family. photograph/portrait of the deceased with a  Loose-leaf black folders. black ribbon placed diagonally across one  Black edged paper supplies. top corner, together with the Book of Condolence (a loose-leaf black folder with a supply of black edged paper).

The book of Book of Condolence will be Any pages in the Book of Condolence that available for ‘signing’ between 10.00hrs and have been defaced or include offensive or 18.00hrs, Monday to Friday until the day other questionable comments should be following the funeral. quietly removed, by the Parish Clerk, and (D Day to D Day +11) held until such time as a decision can be taken by the full Parish Council on whether or not they should be permanently excluded.

Local consideration will be given to the Implementation will be authorised by the opening of a Book of Condolence for other Chair of the Parish Council (in their absence members of the Royal Family mentioned on the Vice Chair) in conjunction with the Parish page 1 of the Protocol and in the case of the Clerk. death of prominent figures or local holder of high office. (D Day +1)

When the Book of Condolence has been Implementation will be authorised by the closed the Parish Clerk will discuss with the Chair of the Parish Council (in their absence Chair of the Parish Council arrangements for the Vice Chair) in conjunction with the Parish binding and where the final bound version is Clerk. to be lodged. (D Day +11)

Notes: An external link to the Buckingham Palace eBook of Condolence (www.royal.gov.uk) or other appropriate site, will be included on the Parish Council’s Website. This link will be removed at the end of the day following the day of the funeral (i.e. if the funeral falls on a Thursday the link will be removed at 17.00hrs. on the Friday).

Marking a Silence Action Required Authorised By Comments Where the death of a senior member of the Implementation will be authorised by the If appropriate consider arranging a focal point Royal Family is to be marked by a Silence, Chair of the Parish Council (in their absence in the Parish (i.e. Jubilee Green, adjacent to an announcement will be made by the Vice Chair) in conjunction with the Parish the flagpole) for parishioners to congregate Buckingham Palace. Clerk. for a communal period of Silence.

In the event that the announcement occurs during any gathering of the Council members, the incumbent Chair of that meeting will lead a period of Silence.

Notes: The death of a Senior National figure may be marked by a National Two Minute Silence. On the death of the Sovereign there will be a Two Minute Silence at 11.00 a.m. on the day of the funeral (D+10). It may be that Silence will be kept for other members of the Royal Family on the day of the funeral as part of the funeral service. However, action on a Silence for members of the Royal Family other than the Sovereign should wait for an official announcement on such arrangements or protocol from Buckingham Palace.

Floral Tributes Action Required Authorised By Comments Allocate a designated area adjacent to the Undertaken by the Village Warden as A growing carpet of flowers must be flagpole within Jubilee Green, Grantham authorised and instructed by the Parish effectively managed and the designated area Road, Bottesford, for those wishing to pay Clerk. within Jubilee Green will provide a focal point their respects by laying of floral tributes. and allow a strong visual image to develop.

The Village Warden to cordon off the area. (D Day +1)

Details 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 communicated to parishioners as part of the Chair of the Parish Council’s Public Notice and Press Statement as well as being included as part of the ‘period of mourning page’ (POMP) webpage on the Parish Council’s website. (D Day +1)

Following the period of ‘official’ mourning the Undertaken by the Village Warden as floral tributes are to be collected/removed authorised and instructed by the Parish from Jubilee Green and any healthy floral Clerk. tributes to be moved/placed in Granby Drive adjacent to the Friendly Bench. (D Day +11)

Notes: All flowers will be removed the week after the funeral has taken place (or once the flowers have died). Weather conditions will have an effect on the above but decisions will be made giving forethought and sensitivity to the needs of the community.

Proclamation Day Action Required Authorised By Comments On the death of the Sovereign the Implementation will be authorised by the Proclamation will be publicised on the ‘period Parish Clerk, with implementation being of mourning page’ (POMP) webpage on undertaken by the by Parish Council’s Lead Parish Council’s website. Member(s) for ‘Communications and (D Day +1) Website’.

A Proclamation event to be held adjacent to Implementation will be authorised by the Appendix F gives a suggested wording for the flagpole on Jubilee Green where the Chair of the Parish Council (in their absence the Proclamation Announcement to be made Chair of the Parish Council reads a the Vice Chair) in conjunction with the Parish by Chair of the Parish Council. Proclamation and all residents are invited to Clerk. attend (to be held at/after 16.00hrs) See ‘Notes’ below for details regards the (D Day +2) ‘cascaded’ process for the reading of the Proclamations. [In the event of likely adverse weather the Proclamation event should be moved to the Fuller Rooms].

Details of the Proclamation event to be Implementation will be authorised by the publicised on the ‘period of mourning page’ Parish Clerk, with implementation being (POMP) webpage on Parish Council’s undertaken by the by Parish Council’s Lead website and through social media i.e. Member(s) for ‘Communications and Facebook. Website’. (D Day +1)

Notes: Proclamation Day is scheduled to be the day following the death of the Sovereign (Day of Death +1). The Proclamation will be made at St. James’s Palace at 11.00hrs (or 14.00hrs on Sunday). The Proclamation is then “cascaded”:  At noon on Proclamation Day it will be read at the Royal Exchange in the City of London.  At noon on D Day +2 it will be read in: o Edinburgh by Lord Lyon King of Arms at Mercat Cross and at the drawbridge to Edinburgh Castle. o Cardiff by Wales Herald Extraordinary at Cardiff Castle.

o Belfast by Norroy and Ulster King of Arms.  Once above Proclamations have been made it is appropriate for the Proclamation to be read at County, City, Borough and Parish level.  The High Sheriff of Leicestershire (Mr Tim Hercock) and the High Sheriff of Rutland (Margaret Miles) will cause the Proclamation to be read at County level at 12:30hrs.  The Mayor of the Borough of Melton (or Deputy/representative) will make their reading of the Proclamation at some point after 13.30hrs on D Day +2 (flags having been lowered to half-mast at 13.00hrs).  Following the Borough level Proclamation, the Chair of the Parish Council will make the Proclamation across the parish.  No official invites will be issued and all Proclamation events will be open to all residents, and elected Members are encouraged to attend the Proclamation reading nearest to their respective Ward.  The wording of the Proclamation to be read out will be easily available; the Parish Clerk will be able to gain access to it via the Buckingham Palace website (www.royal.gov.uk) or the Privy Council website (www.privy-council.org.uk).

Dress Code Action Required Authorised By Comments All male Members of the Parish Council and Parish Clerk. Consideration will be given as to how Parish staff to wear black ties/armbands when on Council meetings are conducted at this time, official Parish Council business. A supply of black rosettes and armbands are with agreement through consultation by the Black mourning rosettes to be worn by held in the Parish Clerk’s office. Chair of the Parish Council and the Parish female Members of the Parish Council and Clerk. staff. Members to wear black tie /armbands/ rosettes for meetings.

Notes: Whilst flags are flying at half-mast it is appropriate for black ties/scarves to be worn by Chair of the Parish Council, Councillors and staff. On occasions where a full Council meeting falls during the period of mourning or on the death of the Sovereign and when the Proclamation is read it is appropriate for all Councillors and members of staff to wear either a small black rosette or a black arm band (i.e. issued by the Parish Clerk and to be returned).

Pre-Planned Events During the Period of Mourning Action Required Authorised By Comments Some events during this period may need to Such decision will be authorised by the Chair Consideration will also be given to working be cancelled to ensure it is appropriate in a of the Parish Council (in their absence the with local faith groups to arrange some sort time of national mourning and that it sits Vice Chair) in conjunction with the Parish of Service on the eve of the funeral. comfortably with the national mood. Clerk. Christmas activities, carol services, light It might be appropriate that some of the switch on’ etc – these will need to be events begin with a period of silence. considered for rescheduling or cancellation.

Consideration will be given as to how Parish Council meetings are conducted at this time.

Notes: From the day of the death until the day after the funeral, careful thought should be given to the types of events and activities which the Parish Council hosts and Parish Councillors attend. It is impossible to create hard and fast rules around cancelling long-planned events which fall in the period between a death and the funeral.

The public reaction at the time of HRH The Queen Mother’s death, peacefully at the age of 102, was more akin to a quieter sadness and acceptance, but more recent deaths that have occurred in the wake of violent terrorist attacks have resulted in the sense of public bewilderment, shock and anger. However, in both circumstances there has been a wish to see the passing marked in a dignified, solemn and appropriate manner.

It is best practice to remove the importance of ‘cost and inconvenience’ when cancelling events, remaining mindfully guided by the public mood. Public opinion can be volatile and change quickly in such emotional circumstances and there is risk of public criticism if the decision to go ahead is seen to ‘go against the grain’. It is hard to envisage any civic event that should carry on in the period between a death and the funeral as it would risk negative publicity at a time when the rest of the country and the Commonwealth are in mourning. When the time comes, the question to ask is not “do we cancel?” but “is it really necessary and appropriate for this event to go ahead?

Organisation of Special Local Events During the Period of Mourning Notes: On the death of the Sovereign large numbers of people may wish to pay their respects and to take part in events that mark not just a sad passing, but a moment in history. The focus will inevitably fall on London, which many will perceive to be the centre of events, however, the Parish Council along with partnership organisations may decide that it is in order for those affected to come together and take part in a well- planned, properly advertised and appropriate events.

The reading of the Proclamation is likely to be the first opportunity for people in the Parish to gather to express their grief and sadness. Following the Parish reading of the Proclamation by the Chair of the Parish Council it may be appropriate for them to begin the ‘flower laying gesture’ by laying their own floral tribute at the end of the reading of the Proclamation.

Church Services may also provide a setting for people to come together and collectively express sadness. Parish Councillors attendance at such services is encouraged to add to the sense of the community coming together in a unified expression of grief. It will be important to ensure that such services bring together other denominations and other faiths and they address the wants and needs of those within the Parish having no personal beliefs to enable effective bringing together of the whole community.

Public Holiday Action Required Authorised By Comments The day of the State Funeral will be a Public Parish Clerk to publicise closure (if Be prepared for implications re the workings Holiday, unless ‘D’ day +10 falls on a appropriate). of the Parish Council. Saturday.

Timings Notes: It is difficult to plan for or give definitive information on timings.

For Royal funerals planning largely assumes that when a death occurs it will be on an ordinary day of the week and the funeral will follow a given number of days later. That is because when you start to ask “what if ….?” it soon becomes almost impossible to anticipate every conceivable set of circumstances. Easter, Christmas and Remembrance Sunday all throw up possible problems.

When reports of a death are received, it will be possible to take a view of whether it is a “straightforward” time of the year, which gives a clear run, or whether other elements like Easter or Christmas are likely to complicate matters.

Also, there remains a possibility that if death occurs late in the day, arrangements for the ceremonial on ‘D’ day +1 could not be put in place swiftly enough and may have to slip slightly.

A Royal funeral will not take place on a Sunday.

When the announcement is made of the first reading of the Proclamation at St. James’s Palace, it will be possible to establish (via television coverage) when the Proclamations are being read in the three other capital cities. Local timings should be taken from this.

The National Association of Civic Officers (NACO) advises that Council’s should remain flexible in respect of planning events surrounding the circumstances ensuring, in the case of the Sovereign’s death, subsequent Proclamation readings by High Sheriffs take place at 12.30hrs or later on the same day as the readings in Belfast, Edinburgh and Cardiff, with readings by Mayors and Council Chairmen following on later in the day.

Should Remembrance Sunday fall between ‘D’ day and the day of the funeral it is likely that the National commemorations would go ahead in some form, but again the lead on local ceremonies should be taken from indications on television and in the media of plans for the Cenotaph.

Should it happen that between the day of death and the funeral there is a period when Councils are scheduled to fly the commonwealth flag, the Merchant Navy flag or the Armed Forces flag, Councils can choose to let those days pass un-marked, instead continuing to fly the Union flag at half-mast as a symbol of National mourning. It would be inconsistent to celebrate the Commonwealth, the Armed Forces or the Merchant Fleet by flying their flags at half-mast, but it would be inappropriate to fly them at full mast during a period of mourning, it is better therefore not to fly them at all.

APPENDIX A Suggested Statement / Press Release for HM The Queen:

21 April 1926 - ?????? Bottesford Parish Council (incorporating Bottesford, Muston, Easthorpe & Normanton) was deeply saddened to learn about the death of Her Majesty Queen Elizabeth on ??????. Since 6th February 1952 when she became Queen, Her Majesty’s life has been dedicated to serving this nation and the people within it. As the longest reigning monarch, her presence has been a comfort and source of strength in a rapidly changing world. Her Majesty’s dedication to the hundreds of charities of which she is patron and her hard-working dedication has been a source of inspiration to so many. She will be greatly missed and the impact her reign has had will not be forgotten. May she rest in peace.

Identify a suitable photograph of the Queen that can be downloaded and used with this Statement / Press Release.

APPENDIX B Suggested Statement / Press Release for HRH The Duke of Edinburgh:

Identify a suitable photograph of the Duke of Edinburgh that can be downloaded and used with this Statement / Press Release.

APPENDIX C Suggested Statement / Press Release for HRH The Prince of Wales:

14 November 1948 - ?????? Bottesford Parish Council (incorporating Bottesford, Muston, Easthorpe & Normanton) was deeply saddened to learn about the death of His Royal Highness The Price of Wales on ??????. Since undertaking his first official Royal duty in June 1965, at the age of 17, The Prince’s commitment to Royal duties increased in recent years in an attempt to lessen the burdens on Her Majesty Queen Elizabeth. The Prince was President or Patron of over 420 charities as well as the tireless support he gave over the years to The Prince’s Trust. A champion of environmental issues for nearly 50 years, The Prince spoke out publicly about his concerns about pollution and plastics and their impact on the natural world. He also maintained a personal interest in sustainable farming methods. His dedication and steadfastness to his Royal duties over the years leaves a legacy that will not be forgotten. May he rest in peace.

Identify a suitable photograph of the Prince of Wales that can be downloaded and used with this Statement / Press Release.

APPENDIX D Correct Procedure for Flying a Flag at Half-Mast:

Authoritative information on flag flying can be found on the website of the Department for Culture, Media and Sport. Information is also carried on the website of the Flag Institute (www.flaginstitute.org), but bear in mind that the Institute is not an official body and whilst its guidance can assist it does not carry the same weight as information from the Government.

Half-mast means the flag is flown two-thirds of the way up the flagpole, with at least the height of the flag between the top of the flag and the top of the flagpole.

Flags cannot be flown at half-mast on poles that are more than 45° from the vertical or have fixed point fixings. A mourning cravat can be used instead in such cases (see the Flag Institute’s website for further details).

When a flag is to be flown at half-mast, it should first be raised all the way to the top of the mast, allowed to remain there for a second and then be lowered to the half-mast position.

When it is being lowered from half-mast, it should again be raised to the top of the mast for a second before being fully lowered.

When a British national flag is at half-mast, other flags on the same stand of poles should also be at half-mast or should not be flown at all. Flags of foreign nations should not be flown, unless their country is also observing mourning.

The Royal Standard never flies at half-mast. It represents the Monarchy, which is continuous, and it would therefore be inappropriate for it to fly at half-mast.

Flags should be flown at half-mast on the following occasions:  From the announcement of the death until the funeral of the Sovereign, except on Proclamation Day when flags are flown at full-mast following the proclamation.  From the announcement of the death until the funeral of a member of the Royal Family styled ‘Royal Highness’, subject to special commands from the Sovereign in each case.  On the day of the announcement of the death and on the day of the funeral of other members of the Royal Family, subject to special commands from the Sovereign in each case.  The funerals of foreign Rulers, subject to special commands from the Sovereign in each case.  The funerals of Prime Ministers and ex-Prime Ministers of the United Kingdom, subject to special commands from the Sovereign in each case.

 The funerals of First Ministers and ex-First Ministers of Scotland, Wales and Northern Ireland, subject to special commands from the Sovereign in each case. Unless otherwise commanded by the Sovereign, this only applies to flags in their respective countries.  At British Embassies, High Commissions and Missions when flags in the host country are flown at half-mast, subject to the discretion of the Chef de Mission.  Any other occasions where the Sovereign has given a special command.

APPENDIX E Appropriate Way to Display an Image to Mark the Death: Place black ribbon across the top right-hand corner of the picture (as illustrated).

APPENDIX F Suggested Proclamation Announcement to be made by Chair of the Parish Council: (Subject to change by official instructions).

“We come together this afternoon following the passing of our late Sovereign, Queen Elizabeth the Second. Our sadness at this time is shared by people across the globe, as we remember with affection and gratitude the lifetime of service given by our longest-reigning Monarch.

But the basis on which our monarchy is built has ensured that through the centuries the Crown has passed in an unbroken line of succession. Today’s ceremony marks the formal Proclamation to the people of the parish of Bottesford (incorporating Bottesford, Muston, Easthorpe & Normanton) of the beginning of our new King’s reign.

Yesterday the Accession Council met at St. James’s Palace to proclaim our new Sovereign. The flags which had flown at half-mast since The Queen’s death were raised briefly to their full height to mark the start of His Majesty’s reign. The Accession Council also made an Order requiring High Sheriffs to cause the Proclamation to be read in the areas of their jurisdiction.

The High Sheriff of Leicestershire discharged that duty earlier today and now, with my humble duty, I now bring the words of the Proclamation to the residents of the parish covered by the Bottesford Parish Council.

Ladies and Gentlemen, the Proclamation of the Accession”.

The Chair of the Parish Council continues by reading the Proclamation.

At the end of the Proclamation the Chair of the Parish Council will say: “God Save The King”

Official Guests repeat: “God save The King”

All present join in saying: “God save The King”

Where possible, it is appropriate to play one verse of the National Anthem.

The Chair of the Parish Council will then call for three cheers for His Majesty The King.

The Chair of the Parish Council will then lay a floral tribute for the deceased Queen Elizabeth the Second.