New Forest District Council Tel: 023 8028 5588

Ringwood Town Council Ringwood Gateway, The Furlong, Ringwood, Hampshire BH24 1AT Tel: 01425 473883 www.ringwood.gov.uk

POLICY & FINANCE

Dear Member 11th February 2016

A meeting of the above Committee will be held at the Forest Suite, Ringwood Gateway on Wednesday 17th February 2016 at 7.00pm* or at the conclusion of the public participation session and your attendance is requested.

S Nash Town Clerk

PUBLIC PARTICIPATION: *If required, the meeting will be preceded by a public participation period of up to 10 minutes at 7.00pm. Members of the public are also entitled to speak, during the meeting, on agenda items.

RECORDING (AUDIO AND/OR VIDEO) OF COUNCIL MEETINGS AND USE OF SOCIAL MEDIA During this meeting the public are allowed to record the Committee and officers from the front of the public seating area only, providing it does not disrupt the meeting. Any items in the Exempt Part of an agenda cannot be recorded and no recording device is to be left behind. If another member of the public objects to being recorded, the person(s) recording must stop doing so until that member of the public has finished speaking. The use of social media is permitted, but all members of the public are requested to switch their mobile devices to silent for the duration of the meeting.

MOBILE PHONES Members and the public are reminded that the use of mobile phones (other than on silent) is prohibited at Town Council and Committee meetings.

AGENDA

1. APOLOGIES FOR ABSENCE

2. DECLARATIONS OF INTEREST

3. MINUTES OF THE PREVIOUS MEETING To approve as a correct record the minutes of the meeting held on 20th January 2016.

4. FINANCIAL REPORTS (Report A attached): a. To receive and authorise list of payments made on Imprest Account for January b. To receive and authorise list of Petty Cash payments for January c. To receive Statement of Town Council Balances d. To authorise Inter Account Transfers e. To note list of Petty Cash Food Purchase and Sales for ‘The Place’ f. To note the Finance Manager’s report and receive Summary Budget Reports for 2015/16 Period 10. Page 1 of 2

5. PROTOCOL ON DEATH OF SENIOR ROYAL To approve the protocol attached (Report B)

If you would like further information on any of the agenda items, please contact Steve Nash, Town Clerk on (01425) 484720 or email [email protected].

Committee Members Ex Officio Members Cllr Jeremy Heron (Chairman) Cllr Michael Thierry Cllr Steve Rippon-Swaine (Vice Chairman) Cllr Christine Ford Cllr Andrew Briers Cllr Philip Day Student Advisors Cllr Anne Murphy Sam Whittingham Cllr Chris Treleaven Jade Wardle Cllr Angela Wiseman

Copied by e-mail to other members for information

Page 2 of 2

RINGWOOD TOWN COUNCIL

FINANCIAL REPORTS FOR

POLICY & FINANCE COMMITTEE MEETING

17TH FEBRUARY 2016

RINGWOOD TOWN COUNCIL (a)

POLICY AND FINANCE COMMITTEE 17TH FEBRUARY 2016

LIST OF PAYMENTS FROM IMPREST BANK ACCOUNT FOR THE PERIOD 1ST TO 31ST JANUARY 2016

Date Trans Payee Location Description Amount No £ Jan 2016-01-05 3000699 Hampshire County Council Gateway A5 white envelopes 9.83 2016-01-05 3000701 EW Production Services Ltd Christmas Events Labour/Technician for 10 hours plus mileage 411.20 2016-01-05 3000703 Bournemouth Water Carvers Water 09/04/15-16/10/15 34.62 2016-01-05 3000704 Bournemouth Water Allotments Upper Kingston Water 11/04/15-16/10/15 476.97 2016-01-12 3000710 Hampshire County Council Gateway Vanilla copier paper 20.81 2016-01-12 3000709 Elliott Brothers Ltd Groundsmen Wellington Boots 13.56 2016-01-12 3000708 Maverick Industries Skate Park Stage 3 payment 50,037.46 2016-01-12 3000700 St John Ambulance Christmas Events Provisionf o first aid cover 410.40 2016-01-12 3000705 SBS Security Cemetery Check sensor, change batteries in sensor and handset 75.00 2016-01-18 3000719 Letters & Logos Ltd Cemetery A5 CCTV Warning signs 42.00 2016-01-18 3000717 ITEC Gateway Photocopying and monthly gold support 54.89 2016-01-18 3000716 Central Computer Management Ltd Gateway Payroll Processing and P & P, 20/10; 20/11 & 18/12 279.39 2016-01-18 3000720 Churchill Cleaning Services Gateway Cleaning 23.12.15 52.81 2016-01-19 3000724 Unique Fire & Security The Place Supply and programming of alarm fobs 66.00 2016-01-19 3000726 BCW Southampton Road Outstanding gas charge 121.10 2016-01-19 3000729 Wessex Water Carvers Sewerage 01/04/15-16/10/15 168.37 2016-01-19 3000718 Herbert H Drew & Son Ltd The Place Valuef o Work Executed 58,800.00 2016-01-25 3000732 Hampshire County Council Gateway Blue tac 3.92 2016-01-25 3000728 DMH Solutions Ltd Gateway LCRS Win 7/8 Update 47.33 2016-01-04 SO TLC On-line Gateway Web Site Maintenance - January 2016 80.00 2016-01-04 DD New Forest D.C. Cemetery Rates - January 2016 350.00 2016-01-05 DD ITEC Gateway Photocopier Quarterly Charge & Annual Fee 538.80 2016-01-06 DD UK Fuels All Areas Machinery & Vehicles - December 2015 82.23 2016-01-11 DD Southern Electric Carvers Street Lighting Qtr3 65.96 2016-01-31 DD Utility Warehouse The Place December 2015 37.80 2016-01-31 DD Utility Warehouse Sports Pavilion December 2015 61.07 2016-01-31 DD Utility Warehouse Pavilion Sports Ground December 2015 8.84 2016-01-31 DD Utility Warehouse Cemetery December 2015 97.76 2016-01-12 BGC WSB Gateway Southampton Road - Agents Fees January 2016 130.00 2016-01-12 BGC WSB Gateway Southampton Road - Gas Safety Inspection 90.00 2016-01-18 CLloyds C Digital River Gateway Power PDF Downloaded 63.99 2016-01-18 CLloyds C Prezzo Gateway VIC Staff Dinner 119.70 2016-01-18 LloydsC C NFDC Gateway Payroll Emoluments 1,040.00 2016-01-18 LloydsC C Cheap Franking Machines Gateway Ink Cartridges 53.04 2016-01-19 On-Line Hampshire C.C. Gateway Pension December 2015 5,233.97 2016-01-25 On-Line Inland Revenue Gateway December 2015 5,071.84 2016-01-25 Telepay Staff Gateway January 2016 20,507.15 TOTAL 144,757.81

AUTHORISATIONS ------DATE 17th February 2016 17th February 2016 (b)

POLICY AND FINANCE COMMITTEE 17TH FEBRUARY 2016

LIST OF PAYMENTS FROM PETTY CASH - RTC ACCOUNT FOR THE PERIOD 1ST TO 31ST JANUARY 2016

Date Voucher Payee Location Description Amount No £ Jan 2016-01-04 10/01 Waitrose Gateway Milk 1.50 2016-01-06 10/02 Mr N Holyroyd SR20A Allotments Key Deposit Return 10.00 2016-01-07 10/03 Waitrose Gateway Milk 0.89 2016-01-15 10/04 Waitrose Gateway Milk & Tea 8.25 2016-01-18 10/05 Waitrose Gateway Lime Scale Remover 1.70 2016-01-18 10/06 Hyde Garden Shop Gateway Glass Scrapper 1.99 2016-01-13 10/07 Waitrose Gateway Milk 0.75 2016-01-13 10/08 Waitrose Gateway Milk 1.50 2016-01-11 10/09 Mac Pennys Nursery The Bickerely Purple Beech Tree 40.00 2016-01-21 10/10 RG Duckworth Taxi Shelter Cleaning 10.00 2016-01-21 10/11 Steadfast Security Carvers Shed Keys x 2 11.90 2016-01-25 10/12 Waitrose Gateway Milk & Coffee Mate 3.75 2016-01-28 10/13 ATC Shoe Repairs Cemetery Door Key 5.95 2016-01-28 10/14 Sainsburys Gateway Air Freshener, Coffee & Milk 12.45 TOTAL 110.63

LIST OF PAYMENTS FROM PETTY CASH - THE PLACE ACCOUNT FOR THE PERIOD 1ST TO 31ST JANUARY 2016

Date Voucher Payee Location Description Amount No £ Jan 2016-01-19 10/01 Bookers The Place Food Purchases To Be Sold 55.51 2016-01-25 10/02 Morrisons The Place Food Purchases To Be Sold 10.72 2016-01-29 10/03 Morrisons The Place Food Purchases To Be Sold 8.00 TOTAL 74.23

AUTHORISATIONS ------DATE 17th February 2016 17th February 2016 RINGWOOD TOWN COUNCIL (c)

POLICY AND FINANCE COMMITTEE 17TH FEBRUARY 2016

BANK BALANCES

Account Name Year As At As At Ended 31/12/2015 31/01/2016 31/03/2015 £ £ £

Imprest (Current) Account 19,953 86,825 449,052 Business Account 114,602 214,856 164,902 Investment Account 200,000 200,000 0 Greenways Rent Deposit 7,018 9,662 9,663 Petty Cash - Imprest 84 179 68 Petty Cash - The Place 50 50 50 VIC Change Float 50 50 50 Information Desk Float 75 75 75

TOTAL BANK BALANCES 341,833 511,697 623,861

Note 1. The bank accounts were reconciled as at 31st January 2016. 2. With reference to the Greenways Rent Deposit Account a)Grounds Floor, the initial balance of £7,000 plus interest accrued will be paid over to the tenant at the end of the tenancy subject to the Council having no cause to claim funds due to damages. 3. With reference to the Greenways Rent Deposit Account b)1st Floor, the initial balance of £2,637.50 plus interest accrued will be paid over to the tenant at the end of the tenancy subject to the Council having no cause to claim funds due to damages. 4. A temporary nominal account has been implemented to act as a change float for the VIC. This will be in operation only for the period when the VIC is open during the spring and summer at weekends and bank holidays. 5. A nominal account has been implemented to reflect the float held by the Information Desk. RINGWOOD TOWN COUNCIL (d)

POLICY AND FINANCE COMMITTEE 17TH FEBRUARY 2016

INTER ACCOUNT TRANSFER AUTHORISATIONS

IMPREST ACCOUNT TO BUSINESS ACCOUNT

BUSINESS ACCOUNT TO IMPREST ACCOUNT

INVESTMENTS & RE-INVESTMENTS

150,000

AUTHORISATIONS ------DATE 17th February 2016 17th February 2016 (e)

POLICY AND FINANCE COMMITTEE 17TH FEBRUARY 2016

The Place Petty Cash (Food Purchases & Sales)

Food Food Surplus/ Cumulative Surplus/ (- Pool Table Purchases sales (-Deficit) Deficit) Income £ £ £ £ £ April 11.33 24.00 12.67 12.67 May 25.64 45.00 19.36 32.03 June 15.49 0.00 -15.49 16.54 July 91.31 77.00 -14.31 2.23 August 93.03 135.00 41.97 44.20 September 0.00 50.00 50.00 94.20 October 9.43 0.00 -9.43 84.77 November 89.70 65.50 -24.20 60.57 51.20 December 83.09 45.00 -38.09 22.48 17.00 January 74.23 53.00 -21.23 1.25 30.40 February 0.00 1.25 March 0.00 1.25

Total 493.25 494.50 1.25 98.60

REPORT TO POLICY & FINANCE COMMITTEE – 17th February 2016 BUDGETARY CONTROL - 2015/16 Period0 1

1. BACKGROUND

1.1 The purpose of this report is to update Members with the actual income and expenditure for the ten months April 2015 to January 2016 , and to provide an updated forecast outturn for the 2015/16 financial year. Outturn forecasts will be updated as the financial year progresses. 2. APRIL 2015 TO JANUARY 2016 2.1 Pfage 1 o Appendix 1 attached to this report shows that the Council’s actual revenue expenditure for the first ten fmonths o the year standst a £509,667, or 73f% o revised planned expenditure for the year. 2.2 The latest forecast outturn indicates likely gross expenditure of £687,891, a further decrease of £4,515 to the figure nreported i January. This decrease is mainly attributable to the identification of underspends in a range of maintenance and other budgets which are now unlikely to be fully spent in the current year. 2.3 Revenue income received to date , excluding precepts, amounts to £190,616 or 94%f o the amount expected for the year. This amount includes grant receipts oonly t the extent that such receipts have been applied to expenditure in the revenue account, such as that received for Christmas activities . Total income for the ysear i now predictedo t exceed the revised plans by some £12,455,n a increasef o £6,200 over that reported in January. This increase is mainly due to higher than anticipated cemeteries receipts. 2.4 The net impact of the changes will be a further decrease in net revenue expenditure of £10,787. This will enable an increased transfer of funds to the general reserve. 2.5 Capital Expenditure remains on track to spend according to the revised budget estimates. However, t he purchase of land for playing fieldst a Long Lane, funded by borrowing and a contribution from reserves is due to complete imminently at a figure some £6,000 lower than planned . The funds required have been transferred to the Town Council from the Public Works Loans Board. 2.6 Pages 2 and f3 o Appendix 1 show the financial position and predicted outturn for this Committee, the Recreation, Leisure and Open Spaces Committee and the Planning, Town and Environment Committee.

3. FINANCIAL IMPLICATIONS 3.1 These improvements mean that the outturn will be lower than the revised budget forecast. T he Town Council will consequently be able to reduce the planned contribution from the general reserve in the current year by a further £16,869. The balance of the General Reserve at 1st April 2015 was £197,587 . This is now predicted to reduceo t £195,311 by 31st March 2016, after allowing for a contribution towards the costs of purchasing land at Long Lane. 3.2 Nevertheless, total reserves are still oexpected t reduce by £66,691 to £310,902 1by 3 st March 2016 and whilst a modest increase is planned in 2016/2017, r eserves remain slightly below a level considered prudent for an authority of this size . A prudent level of combined reserves woulde b 50%f o annual revenue expenditure or approximately £350,000 whilst for the general reserve a prudent level would be f50% o the annual precept, i.e. approximately £225,000.

4. RECOMMENDATION sIt i recommended that:-

4.1 Th is report is noted.

For further information please contact: or Steve Nash, Town Clerk Rory Fitzgerald, Finance Manager Tel: 01425 484720 [email protected] Tel : 01425 484723

[email protected]

RINGWOOD TOWN COUNCIL

SUMMARY BUDGETARY CONTROL REPORT PERIOD APRIL 2015 - JANUARY 2016

Original Revised Year To Date Annual ALL COMMITTEES Budget Budget Actual Unspent Forecast Budget Outturn REVENUE EXPENDITURE £ £ £ £ POLICY & FINANCE COMMITTEE 408,058 407,688 279,649 128,409 412,991 RECREATION, LEIS & O/S COM 280,514 274,822 217,834 62,680 258,124 PLANNING TOWN & ENVIRON 19,257 18,136 12,184 7,073 16,776 TOTAL REVENUE EXPENDITURE 707,829 700,645 509,667 198,162 687,891 CAPITAL EXPENDITURE POLICY & FINANCE COMMITTEE 0 350,000 340,859 -340,859 350,000 RECREATION, LEIS & O/S COM 0 403,250 348,248 -348,248 397,168 PLANNING TOWN & ENVIRON 6,000 9,000 8,656 -2,656 8,700 TOTAL CAPITAL EXPENDITURE 6,000 762,250 697,763 -691,763 755,868

TOTAL EXPENDITURE 713,829 1,462,895 1,207,430 0 -493,601 1,443,759 REVENUE INCOME POLICY & FINANCE COMMITTEE -115,377 -123,158 -107,486 -7,891 -130,484 RECREATION, LEIS & O/S COM -74,005 -79,112 -83,130 9,125 -84,241 PLANNING TOWN & ENVIRON 0 0 0 0 0 TOTAL REVENUE INCOME -189,382 -202,270 -190,616 1,234 -214,725 CAPITAL INCOME & FINANCE POLICY & FINANCE COMMITTEE 0 -350,000 -252,200 252,200 -350,000 RECREATION, LEIS & O/S COM 0 -340,750 -292,563 292,563 -340,750 PLANNING TOWN & ENVIRON 0 -3,000 -3,000 3,000 -3,000 TOTAL CAPITAL INCOME & FINANCE 0 -693,750 -547,763 547,763 -693,750

TOTAL INCOME -189,382 -896,020 -738,379 548,997 -908,475

COUNCIL'S NET COMMITTEE EXPEND 524,447 566,875 469,051 55,396 535,284

Add Transfers To Provisions 23,800 23,800 23,800 0 0 23,800 Deduct Transfers from Provisions -87,526 -151,715 -83,021 0 -4,505 -150,715 Transfer to/ from(-) General Reserve 7,872 29,633 0 0 7,872 60,224 Budget Required before new bids & grants 468,593 468,593 409,830 0 58,763 468,593

Transitional & Identifiable grant from NFDC -19,989 -19,989 -19,989 -19,989

Net Precept 2015/16 448,604 448,604 409,830 38,774 448,604

Non recurring bids for 2015/16 included above POLICY & FINANCE COMMITTEE 45,000 45,000 45,000 45,000 RECREATION, LEIS & O/S COM 34,596 34,596 2,150 32,446 34,596 PLANNING TOWN & ENVIRON 6,000 6,000 0 6,000 6,000 Less transfer from provisions -74,956 -74,956 0 -74,956 -74,956

budcont Budget Report p10 Appendix 1 Budget Report period 10 10/02/2016 RINGWOOD TOWN COUNCIL

Original Revised oYear T Date Annual Budget Budget Actual Profiled Variance Forecast Orig Bud From O.B. Outturn £ £ £ £ £ £ POLICY & FINANCE COMMITTEE EXPENDITURE Establishment 103,475 108,295 82,733 0 20,741 105,218 Maintenance 29,914 33,500 4,628 0 25,286 34,500 Employee Direct Costs 2,984 2,600 1,264 0 1,720 2,100 Employee Allocated Costs 102,230 98,660 79,666 0 22,564 97,011 Member Costs 18,252 13,385 10,660 0 7,592 13,188 Grants 9,000 9,000 4,865 0 4,135 9,000 Festival Expenses(net) 0 0 0 0 0 0 Other 121,407 121,452 75,036 0 46,371 131,178 Debt Charges 20,796 20,796 20,796 0 0 20,796 Capital 0 350,000 340,859 0 -340,859 350,000 COMMITTEE EXPENDITURE 408,058 757,688 620,508 0 -212,450 762,991

INCOME INCOME Revenue Income -115,377 -123,158 -107,486 0 -7,891 -130,484 Capital Income/Finance 0 -350,000 -252,200 0 252,200 -350,000 TOTAL COMMITTEE INCOME -115,377 -473,158 -359,686 0 244,309 -480,484

TOTAL NET EXPENDITURE 292,681 284,530 260,821 0 31,859 282,507 BEFORE TRANSFERS TO PROVS Add Transfers To Provisions 11,400 11,400 11,400 0 0 11,400 Deduct Transfers From Provisions -48,000 -43,495 -43,495 0 -4,505 -43,495 TOTAL NET EXPENDITURE 256,081 252,435 228,726 0 -4,505 250,412 AFTER TRANSFERS TO PROVS HOLDING ACCOUNTS EXPENDITURE Employee Direct Costs 379,860 364,616 306,540 0 73,320 0

HOLDING ACCOUNTS EXPEND. 379,860 364,616 306,540 0 73,320 0

HOLDING ACCOUNTS INCOME -379,860 -364,616 -306,540 0 -73,320 -364,616

TOTAL NET EXPENDITURE 0 0 0 0 0 -364,616

budcont Budget Report p10 Appendix 1 Budget Report period 10 10/02/2016 RINGWOOD TOWN COUNCIL

Original Revised Yearo T Date Annual Budget Budget Actual Profiled Variance Forecast Orig Bud Outturn £ £ £ £ £ £ RECREATION, LEISURE & OPEN SPACES COMMITTEE EXPENDITURE Establishment 12,803 12,800 9,916 0 2,887 11,500 Maintenance 27,921 27,900 13,223 0 14,698 20,000 Machinery 39,532 39,610 33,838 0 5,694 35,950 Employee Direct Costs 1,600 1,600 540 0 1,060 1,200 Employee Allocated Costs 129,794 120,570 103,575 0 26,219 120,570 Planters 522 500 0 0 522 250 Activities Expenses 11,489 13,170 9,216 0 2,273 11,150 Other 1,200 1,450 1,001 0 199 1,450 Capital Expenditure 0 403,250 348,248 0 -348,248 397,168 CEMETERY 0 Establishment 4,549 4,600 4,831 0 -282 5,034 Maintenance 3,652 6,500 4,283 0 -631 5,750 Employee Allocated Costs 32,888 31,771 26,351 0 6,537 31,771 ALLOTMENTS 0 Establishment 1,268 950 741 0 527 750 Maintenance 845 1,000 509 0 336 800 Employee Allocated Costs 12,251 12,200 9,581 0 2,670 11,718 Other 200 200 230 0 -30 230 COMMITTEE EXPENDITURE 280,514 678,072 566,082 0 -285,567 655,292

INCOME Recreation, Leisure & O/S -36,729 -37,712 -35,679 0 -1,050 -36,109 Cemetery -33,076 -37,100 -43,151 0 10,075 -43,832 Allotments -4,200 -4,300 -4,300 0 100 -4,300 Capital Expend Finance 0 -340,750 -292,563 0 292,563 -340,750 COMMITTEE INCOME -74,005 -419,862 -375,693 0 301,688 -424,991

TOTAL NET EXPENDITURE 206,509 258,210 190,389 0 16,121 230,301 BEFORE TRANSFERS TO PROVS Add Transfers To Provisions 12,400 12,400 12,400 0 0 12,400 Deduct Transfers From Provisions -31,526 -98,220 -31,526 0 0 -98,220 TOTAL NET EXPENDITURE 187,383 172,390 171,263 0 16,121 144,481 AFTER TRANSFERS TO PROVS

PLANNING, TOWN & Original Revised oYear T Date Annual ENVIRONMENT COMMITTEE Budget Budget Actual Profiled Variance Forecast Orig Bud Outturn £ £ £ £ £ £

EXPENDITURE Establishment 4,117 4,000 391 0 3,726 2,640 Employee Allocated Costs 15,140 14,136 11,793 0 3,347 14,136 Capital Expenditure 6,000 9,000 8,656 0 -2,656 8,700 COMMITTEE EXPENDITURE 25,257 27,136 20,840 0 4,417 25,476

INCOME Capital Income & Finance 0 -3,000 -3,000 0 3,000 -3,000 COMMITTEE INCOME 0 -3,000 -3,000 0 3,000 -3,000

TOTAL NET EXPENDITURE 25,257 24,136 17,840 0 7,417 22,476 BEFORE TRANSFERS TO PROVS

Add Transfers To Provisions 0 0 0 0 0 0 Deduct Transfers From Provisions -8,000 -10,000 -8,000 0 0 -9,000 TOTAL NET EXPENDITURE 17,257 14,136 9,840 0 7,417 13,476 AFTER TRANSFERS TO PROVS

budcont Budget Report p10 Appendix 1 Budget Report period 10 10/02/2016 From: Rosemary Rutins [mailto:[email protected]] Sent: 11 February 2016 11:18 To: [email protected]; Hythe & Dibden Parish Council; Graham Flexman; Fawley Parish Council; Steve Nash; Fordingbridge Town Council Cc: Donna Langfield; Marie Dunkinson; Jill Williams Subject: nProtocol o death of Senior Royal - Arrangements for the public to sign books of condolence

Dear all

mI a writing to let you know that we are preparing a protocolf o the actions the District Council will take following the death of a senior member of the Royal Family or other national figure, and also to ask for your help if books of condolence are to be made available at Local Information Offices for the opublic t sign.

To explain further – all principal authorities in the country are being encouraged to consider the arrangements to be put in place in the event of the death of a promine nt national figure such as a senior member of the Royal Family or the serving Prime Minister. Whilee w hope that we do not needo t implement a protocol for some time, it is obviously appropriate to have a plan in place if and when a death occurs. A model protocol has been prepared by the National Association of Civic Officers and we are working to refine it to suit our local circumstances. The draft is in its early stages but the principles set out in the summary attached have been agreed informally with leading members. A more detailed operational document with assigned actions is also being prepared – the attached is a summary only.

The response to a death would vary depending on who dies and possibly also the day on which the death occurs (for example if a death was announced on a Saturday, we might wish to open our main and local information offices later than usual from Monday to Friday, but not at the weekend; whereasf i the death was on a Thursday, we might wish to open at the weekend). Where Local Information Offices are staffed by Parish/Town Council employees (Totton, Fawley, Ringwood and Fordingbridge), we hope that we would be able to look to you to make the necessary arrangements for opening and staffing the LIOs. The Distric t Council would, in consultation with the parish/town council, make arrangements at Hythe and New Milton where the LIOs are manned by NFDC employees.

We would ask the LIOs to provide a suitable table and chairs for the public to use when signing the books, but other necessary material will be provided. The Chairman’s PA, Donna Langfield o(referred t in the protocol as “the Civic Officer”) will hold stocks of black tablecloths, loose-leaf fbooks o condolence, framed photographs of significant Royals, and black armbands. If books of condolence are to be opened, the items mentioned will be delivered to the LIOs very quickly after the formal announcement of a death. Our Communications Team will publicise the offices’ opening times.

At this stage we are asking only for your “in principle” co-operation and an indication whether you foresee any difficulties with what is suggested above. We appreciate that without knowing dates and times you are probably unable to give absolute assurances about staffing arrangements, but it ewould b helpful to know that you would be willing to assist if and when the time comes to implement the protocol. If the protocol is implemented during the working week we would try, in the first instance, to contact Clerks personally. However,t i might be that we would need to contact ryou o another member of your staff out of hours, and it would therefore be appreciated if you could provide us with two out of hours telephone numbers on which we could reach you or another memberf o your staff. These contact numbers would be included in our operational copy of the protocol but would not be circulated widely.

If you have any questions please contact me.

In anticipation, thank you for your co-operation.

Regards

Rosemary

Rosemary Rutins Democratic Services Manager New Forest District Council Tel: 023 8028 5588 | Mob: 07780 726370

[email protected] newforest.gov.uk

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NEW FOREST DISTRICT COUNCIL

SUMMARY OF PROTOCOL FOR MARKING THE DEATH OF A SENIOR NATONAL FIGURE

Implementation of Protocol – Expressions of Condolence 1. On formal announcement of death, Chief Executive or, in his absence, Executive Head,o t authorise implementation of protocol.

2. Articlen o NFDC home webpage with link to national e-condolence book.

3. Chairmano t issue statement expressing sadness of the Council and the people of the District. Statement will include fdetails o :

i flags being flown at half-mast i arrangements for books of condolence i linko t national e-bookf o condolence i flowers may be placed at base of flag pole at ATC and LTH

4. Chairman of the Council to send letter of condolence (circulated to Leader and Chief Executive before despatch)

5. fPeriod o mourning runs from formal announcement of death until day of funeral.

Flags 6. Flag toe b flown at half-mast immediately

7. If death is of Sovereign – on proclamation day when new Sovereign is proclaimed ( the day following the death), flags will be raised to full mast at 11.00 and return to half-tmast a 18.00.

8. Flagso t continue to fly half- mast until 08.00 on the day following the funeral.

fBooks o Condolence (following death of the Sovereign, the Duke of Edinburgh, the Princef o Wales or the Duchess of Cornwall) 9. fBooks o condolence to be available (d ays and times to be determined) at: i Appletree Court i T own Hall, Lymington i Fawley i Fordingbridge i Hythe i New Milton i Ringwood i Totton

10. oVenue t provide table and chair

11. Civic Officer to provide loose- leaf books of condolence (black folders and black-edged paper), black tablecloths and framed photographs of deceased person.

12. Information Officers to wear black armbands (to be provided by Civic Officer)

13. When books have been closed, Civic Officer to arrange for binding and safekeeping at Appletree Court.

Events during period of mourning 14. Chairman’s programme to be reviewed to decide on appropria te events to continue/cancel (Chairman/Civic Officer/Chief Executive)

15. Widero C uncil activities to be reviewed (Communications Manager/Chief Executive)

Proclamation Day (day following death of Sovereign) but District’s proclamation will nbe o day following Proclamation Day 16. oChairman t read proclamation a t 15.00 on steps of Appletree Court. Civic Officer to invite: i All members of the Council i All employees i A representative Deputy Lieutenant i A representative from 17 Port & Martime Regiment i The Chairman or representative of each Parish & Town Council Advise suggested dress code. Black armbands/rosettes to be worny b Councillors and senior officers (Civic Officer to provide).

17. Communications Manager to publicise reading.

18. Arrangements to be made for crowd control, media access, liaison with Police and other agencies (Communications Manager, Civic Officer and Site Officers)

Dress Code 19. Civic Officer to hold stock of black ties, mourning rosettes and black armbands for Chairman, Vice-Chairman, Leader, Deputy Leader and Information Officers.

20. Chairman not to wear chain of office between death of Sovereign and the funeral. fBadge o office to be worn on black neck ribbons. (Civic Officer to keep stock)

21. Information Officers to wear black armbands (Civic Officer to keep stock)

Marking a Silence 22. Buckingham Palace will announce if death ois t be marked by a silence – olikely t be 11 a.m. on day of funeral (Communications Manager to issue e-mails and publicity).

23. Chairmano t lead silencen o steps of Appletree Court.

24. Arrangements to be made for crowd control, media access, liaison with Police and other agencies (Communications Manager, Civic Officer and Site Officers) (Invite representatives from Town and Parish Councils)