Appendix A: PCC Protocol Death of Senior National Figure PORTSMOUTH CITY COUNCIL PROTOCOL FOR MARKING THE DEATH OF A SENIOR NATIONAL FIGURE OR LOCAL HOLDER OF HIGH OFFICE This protocol sets out the action to be taken in the event of the death of: H.M. The Queen H.R.H. The Duke of Edinburgh H.R.H. The Prince of Wales H.R.H. The Duchess of Cornwall H.R.H. The Duke of Cambridge H.R.H. The Duchess of Cambridge H.R.H. Prince George of Cambridge H.R.H. Princess Charlotte of Cambridge H.R.H. Prince Henry (Harry) of Wales H.R.H. The Duke of York H.R.H. The Earl of Wessex H.R.H. The Princess Royal H.R.H. The Countess of Wessex o The Prime Minister o The Members of Parliament for the constituencies of which the City of Portsmouth forms a part o A serving Mayor or Leader of the Council o A serving member of the Council Contact details for all those with responsibilities under this protocol are set out in Annexe 5 This protocol was agreed by the Chief Executive on 8th July 2016 This protocol was ratified the Leader of the Council on 8th July 2016 It is due for review not later than September 2017 1 Appendix A: PCC Protocol Death of Senior National Figure PART 1 Implementation of the Protocol on hearing of the death Action required Authorised by Other Notes Portsmouth City Council’s Implementation will be The implementing officer mourning Protocol will be authorised by the Chief will arrange for flags to be implemented on the formal Executive or Assistant lowered immediately and announcement of the Chief Executive for books of condolence to be death of any one of those implementation by Claire opened on the next persons named on page 1 Looney, Partnership & working day. of this Protocol. Commissioning Manager. Protocol should be implemented in conjunction with the notes at Annexe 6. Additional information can be found at www.royal.gov.uk and www.privy-council.org.uk PART 2 Flag flying Action required Implemented by Other Notes Immediately at the At The Civic Offices and See the note in Annexe 1 request of the Guildhall by Facilities to this protocol, setting out implementing officer, flags Management. the correct procedure for will be lowered to half- flying a flag at half-mast. mast. At Southsea Castle by the duty manager. (Note, whilst Blue Beach If the mourning event is flags should be lowered to not a Royal death, a At the D-Day museum by half mast, the red flag decision will need to be the duty manager. “warning to swimmers” made on whether and should, when needing to where flags should be at When a British national be flown, never be set at half-mast, responding flag is at half-mast, other half-mast). appropriately based on flags on the same stand of national advice. poles should also be at If the death falls on St. half-mast or should not be George’s Day or the flown at all. Flags of period of mourning foreign nations should not includes St. George’s Day, be flown, unless their the flag of the Patron Saint country is also observing should be replaced by the mourning. Union Flag at half-mast. Applicable only following the death of the Sovereign: At The Civic Offices and On Proclamation Day Guildhall by Facilities (D+1) (the day following Management. 2 Appendix A: PCC Protocol Death of Senior National Figure the death of the Sovereign, when the new At Southsea Castle by the Sovereign is proclaimed) duty manager. flags will - at 11.00hrs - be raised to full mast and At the D-Day museum by flown throughout the day the duty manager. at full mast. On the day following Proclamation Day (D+2) they will be returned to flying at half- mast. On Subsequent Days: Following the death of the At The Civic Offices and The funeral of the Sovereign or other Guildhall by Facilities Sovereign will take place members of the Royal Management. 10 days after the day of Family identified in the list death. For other senior on page 1, flags will At Southsea Castle by the members of the Royal continue to be flown at duty manager. Family the number of days half-mast until 08.00hrs on will be fewer, usually 8 the day following the At the D-Day museum by days after the day of funeral. the duty manager. death. For all others identified in the list on page 1, flags in The phrase “Usual local the City of Portsmouth will arrangements” should be fly at half-mast on the day read as meaning that of the announcement of where a flag is usually the death. On subsequent flown it can, on the day days the usual local following the funeral, again arrangements will resume be flown at full mast. If no (see note opposite) until flag is usually flown, the the day of the funeral flag can be taken down. when they will again fly at half-mast. PART 3 Books of Condolence Action required Implemented by Other Notes On the day following the The Guildhall – The Pages that have been announcement of the Partnership and defaced or include death of the Sovereign or Commissioning Manager, offensive or other a member of the Royal The Lord Mayor’s office questionable comments family named on page 1, a and the Duty Manager of should be quietly removed Book of Condolence will the Guildhall. until such time as a be opened at: decision can be taken at - The Guildhall Libraries – The senior level (Director of - Southsea Library Partnership and Culture & City - Cosham Library Commissioning Manager Development) on whether - Baffins Library and the Library Service or not they should be - North End Library Manager permanently excluded. 3 Appendix A: PCC Protocol Death of Senior National Figure The Partnership and The Guildhall is likely to be Books of Condolence will Commissioning Manager the central focus for the be open: will ensure that a stock of City and will therefore see items are held in the Lord the largest number of Guildhall – from the day Mayor’s Office: members of the public following the funeral. - A minimum of 5 seeking to write in the loose-leaf black Book of Condolence. Libraries – during usual folders - It is recommended Library opening hours and - a supply of that a queuing will remain open until the parchment paper system is library closes on the day (ideally black implemented and following the funeral. edged) managed by - A minimum of 5 security officers A table and chair will be white table cloths - Barriers may need positioned in each venue. - A minimum of 5 to be procured to Books of Condolence framed help manage a (loose-leaf black folders) photographs of queuing system and a supply of black members of the - Chairs should be edged paper will be Royal Family made available for supplied as will table - A supply of good those who cannot cloths and framed quality pens stand for long photographs of the periods of time relevant person which will - Depending on the also be supplied from the weather, bottles of stock held by the Lord water may need to Mayor's Team. be made available - If wet weather, a In the event of the death of queuing in system any other significant figure inside the Guildhall stated on page 1 or in the should be event of a major incident implemented if affecting the City or people possible from the City books of - A separate condolence will be opened entrance may need at: to be opened and - The Guildhall managed to ensure - Cosham Library access through the - Depending on the main entrance is scale of the public’s maintained reaction, at - A suitable floral additional libraries display should be across the City procured and placed on the table Downloadable images available from www.royal.gov.uk The Lord Mayor, as First Statement to be issued by Guidance on the content Citizen of Portsmouth, will PCC Communications of the statement is set out 4 Appendix A: PCC Protocol Death of Senior National Figure issue a statement via the Service. in Annexe 2 PCC Communications Service on behalf of the PCC web editor to ensure Members and Citizens, a link to the statement expressing the sadness of appears on the home the Council and people of page of the Council’s the City of Portsmouth at website. the news of the death of ...... PCC web editor to link to A link to the statement will Buckingham Palace’s e- also appear on the home Book of Condolence page of the PCC Website. (www.royal.gov.uk). The statement will confirm PCC Social Media feeds that flags are to be flown to link to statement on at half-mast and will give PCC’s website. details of Books of Condolence. In the case of the death of the Sovereign or a member of the Royal Family it will also mention any arrangements for an e- Book of Condolence on the Royal website. On the death of any another significant person, the Partnership and Commissioning Manager will discuss with the Chief Executive and Leader whether an e-Book of Condolence should be opened on the Council’s own website. When the Book of Condolence has been closed the Partnership and Commissioning Manager will discuss with the Director of Culture & City Development arrangements for binding and where the final bound version is to be lodged.