Welshpool Town Council Y Porth i Gymru | The Gateway to Wales

Committee members Cllr C Davies (Chair), Cllr C Robinson (Vice Chair), Cllrs H Chave. Cllr R Church, Cllr M Douglass, Cllr J Ellis, Cllr S Kaye, Cllr N Morris and Cllr F Veenstra. Committee remit Responsible for the Tourist Information Centre, Web Site & social media, Newsletters, Events, Marketing, Town Guide Tourism co-ordination, Tourism booklets and Tourism consultations Committee authority The Committee’s authority is limited to making recommendations to the Full Council and following Council’s approval to implement such decisions.

EVENTS AND TOURISM COMMITTEE

MINUTES

of a meeting held in the Council Chamber Town Hall Welshpool on Wednesday 23rd January 2019 at 6.30pm

1. Record of attendance Committee members Cllr C Davies (Chair), Cllrs H Chave. Cllr R Church, Cllr M Douglass, Cllr J Ellis, Cllr S Kaye and Cllr F Veenstra. In attendance: Cllr P Pritchard and Robert Robinson Town Clerk Committee remit Cllr C Robinson and Cllr N Morris.

2. Minutes The Committee considered and approved the minutes of the last meeting.

3. Declarations of interest There were recorded declarations of interest.

4. Review of recent events The Committee reviewed recent activities held since the last meeting:

Christmas Lights The event went well with a very good attendance. The Committee wishes to explore combining the Christmas Lights with the Winter Festival event.

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Winter Festival The event was better than last year but needs to improve further. The Committee wishes to explore combining the Christmas Lights with the Winter Festival event.

100 years since Women gained the vote This event was well supported and well received. The issue of the sound system was raised. The Town Clerk is to take this issue up the supplier.

Christmas Party The Christmas Party for young children went well with

5. Tourist Information Centre The Committee considered update on the Tourist Information Centre and progress with the business plan including the latest financial report. (figures were made available at the meeting)

6. Cycle 360 The Committee noted that there is an international Wales cycle race coming to Welshpool on 25/26th July 2019. They will end the days racing in the afternoon and leave the following morning. The plan is to camp at Maes y Dre and have an evening event for the public. Full details will be available over the coming few months.

7. Festival of Music The Committee received an update on this event which is taking a new format this year. The new Committee is planning to expand the music side to include families. There is also an approach expected from the existing organiser with another music related event but there are no details. Recommendation: The Committee recommends that the Town Council supports this event as follows: a) All monies collected are to be paid through the Town Council accounts. b) A member of the Council to be part of the organising committee. c) The Town Council logo appears on the publicity. d) The Town Council would provide an event plan to ensure all activities are recorded and all regulations complied with. e) Subject to the above the insurance for the event can be covered by the Town Council at nil cost to either party.

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8. Royal Family Plans The Committee considered the attached paper on a plan to be implemented upon the passing of a member of the Royal Family. (see appendix A) Recommendation The Committee recommends that the plan set out in the appendix to these minutes be adopted.

9. High School Canada exchange visit The Committee considered a proposal to work with the Rotary Club of Welshpool in supporting the above event. There is some concern that this event may not continue without the support of the Town Council. (see appendix B) Recommendation The Committee recommends that an offer is made to the Welshpool Rotary Club to support the High School Canadian Exchange event as follows: f) All monies collected are to be paid through the Town Council accounts. g) A member of the Council to be part of the organising committee. h) The Town Council logo appears on the publicity. i) The Town Council would provide an event plan to ensure all activities are recorded and all regulations complied with. j) Subject to the above the insurance for the event can be covered by the Town Council at nil cost to either party.

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APPENDIX A

Cyngof Tref Y Trallwng Welshpool Town Council Y Porth i Gymru | The Gateway to Wales

Operation London Bridge

1. Introduction The purpose of Report is to ensure Councillors are aware of Operation London Bridge. What is Operation London Bridge?

2. National plans Operation London Bridge is the codename for the plan for what will happen in the days after the death of Queen Elizabeth II.

The plan was originally devised in the 1960s and is updated several times each year. It involves planning from government departments, the , Service, the , media and Royal Parks of London.

Some key decisions relating to the plan were made by the Queen herself, although some can only be made by her successor after her death.

The phrase "London Bridge is down" will announce the death of the Queen to the Prime Minister and key personnel, setting the plan into motion.

3. Official Plan The Queen's private secretary will be the first official to handle the news.

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The private secretary's first act will be to contact the Prime Minister, and civil servants will convey the phrase "London Bridge is down" using secure telephone lines.

The Foreign Office's Global Response Centre, based at a secret location in London, will communicate the news to the governments of the 51 other countries that are part of the , of which the Queen is the Head. (Of the 51 other Commonwealth nations, 15 are additionally Commonwealth realms, of which the Queen is also head of state).

The media would be informed via an announcement to the Press Association and the BBC through the Radio Alert Transmission System (RATS) and to commercial radio through a network of blue "obit lights" which will alert presenters to play "inoffensive music" and prepare for a news flash.

A footman would pin a dark-edged notice to the gates of .

At the same time, the palace website would display the same notice. Parliament would be recalled.

If possible it would meet within hours and the Prime Minister would address the House of Commons. Immediately following the announcement, the Royal Mint would begin producing new coins and banknotes with the new Monarch's image on them, for issue upon his or her accession.

The day after the Queen's death, the would meet at St James's Palace to proclaim the new Monarch. Parliament would meet that evening when MPs would swear allegiance to the new Monarch. Different arrangements for moving the Queen's coffin are planned depending on where she dies.

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For example, if the Queen dies at or , it would be moved by car to Buckingham Palace within a couple of days. If the Queen dies overseas, it would be brought by No.32 (The Royal) Squadron to RAF Northolt and then by car to Buckingham Palace.

If the Queen dies at or in Scotland, the coffin would first lie in repose at Holyrood Palace followed by a service of reception at St Giles' Cathedral in Edinburgh. Following this, the coffin would then be transported to Waverley Station and then taken by the Royal Train to London. In all cases the coffin would be taken to the throne room at Buckingham Palace. Four days after the Queen's death, it would be moved to Westminster Hall and lie in state for four days.

The State Funeral would be held at nine days after the Queen's death, after which her body would be buried in a prepared tomb at St George's Chapel, Windsor Castle.

What Welshpool Town Council needs to do now

Powys County Council will have a lead Officer responsible for Operation London Bridge.

Welshpool Town Council should seek to have some discussion with PCC at an early stage.

It is important that Welshpool Town Council has an understanding of what is entailed including factors such as: Mourning Protocol Flag Flying Book of Condolence Events during the period of Mourning Proclamation Day Dress Code Marking a Silence.

The discussions will ensure that protocols for both Councils work in harmony.

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The initial plan upon being notified of the Queen’s passing is to be:

i) Both Union Jack and Welsh Flags at Town Hall to be at half- mast until the funeral has been held. ii) All flags at the Tourist Information Centre to be at half-mast until the funeral has been held. iii) All flags at the Memorial Gardens to be at half-mast until the funeral has been held. iv) Barriers to be created area around the Town Hall frontage for flowers from the public. This area to be well signed and a banner in place to be put on the wall of the Town Hall. v) A picture of the queen to be put on the easel outside the Town Hall in the area for flowers for the duration of the 12 days. vi) Flowers to be monitored watered as needed and dead ones removed tactfully. vii) Town Hall to be coloured in Red White and Blue for the period. viii) Book of condolence to be available in the Tourist Information Centre for people to sign and leave messages for the 12 day period. ix) The Day Centre to be open on the day of the funeral for clients to be part of the proceedings. The Town Clerk to be present. x) A beacon will be lit outside the Town Hall on the funeral day form the start of the funeral until the early evening. xi) The Red Bank beacon will be lit on the funeral day form the start of the funeral until the early evening. xii) The Mayor to make a statement to the press as attached.

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4. Recommendations It is recommended that the Town Council:

i) Agree to participate in Operation London Bridge. ii) Work in partnership with Powys County Council to ensure that both are in harmony with any plans. iii) Prepares a plan ready for implementation.

Robert A Robinson FRICS FSLCC Town Clerk December 2018

PRESS STATEMENT FROM WELSHPOOL TOWN COUNCIL

The Mayor, Councillors, Town Clerk and Staff of Welshpool Town Council are saddened by the passing of our Queen. She has been a wonderful monarch and will be missed around the globe as well as here in Welshpool.

I know many in Welshpool will remember her visit to us 2010 where she met so many of the local residents.

God bless her.

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APPENDIX B

Welshpool Town Council Y Porth i Gymru | The Gateway to Wales

WELSHPOOL ROTARY CLUB CANADIAN EXCHANGE VISITS – WELSHPOOL/WATERFORD

1. Introduction The Youth Exchange event between Waterford in Canada and Welshpool has been in place for over 20 years. In the even years the Welshpool Students go to Waterford in Canada and in the odd years the Canadian Students come to Welshpool.

2. 2019 event The 2019 event is due to take place in the next few weeks. This is where approx. 10 students from Waterford Canada and 10 students from Welshpool High School meet in Welshpool and spend a week together. There are a number of trips and outings all funded by the Welshpool Rotary Club. There is no Rotary income and the Rotary Club covers all expenses.

3. Current issues The current issues revolve around event planning documents and insurances. It appears that this year’s event is in jeopardy and so could future events if a solution cannot be found. The problem is that new rules say that Rotary International (governing body) needs to give permission for the event to take place; in turn each District needs to give its approval. This red tape has ended up with nothing actually happening to confirm approvals. Without these approvals there is no insurance cover by Rotary and the event cannot proceed.

4. What the Council could do The Town Council could offer: a) To run the event jointly with Rotary. b) Rotary would fund and run the event as before. c) Town Council would ensure proper paperwork for the event is in place. d) The Town Council would receive through its accounts any income and pay it out to Rotary. e) The Town Council would have a representative on the organising committee. f) The Town Council would insure the event through our normal events (which is at no cost). This would allow the event to take place in 2019 and into the future and is a no cost to the Council.

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