Operation London Bridge - Fremington Parish Council

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CONTENTSPage 2 – 1. IntroductionPage 3 – 2. ProtocolPage 3 – 2.1 Implementation of ProtocolPage 3 – 3. Flag FlyingPage 3 – 4. Proclamation Day SchedulePage 4 – 4.1 Proclamation DayPage 4 – 4.2 Proclamation Day ProtocolPage 5 – 5. Books of CondolencePage 6 – 5.1 Online Book of CondolencePage 6 – 6. Events During the Period of MourningPage 7 – 7. Church ServicesPage 7 – 8. FlowersPage 7 – 9. Dress CodePage 7 – 10. Marking a SilencePage 8 – 11. WebsitePage 8 – 12. Letters of CondolencePages 9 – 12 – Action Grids:Pages 13 – 16 – Appendices:1

1. INTRODUCTIONThese guidance notes have been produced from those issued by the NationalAssociation of Civic Officers (NACO). They set out the protocols to which local Councilsshould follow and observe on marking the death of a senior national figure and to beobserved on the death of the Sovereign, which involves the greatest number ofceremonial elements.From this template, it is possible to select elements that are appropriate when markingthe death of, for instance, another member of the Royal Family, a Prime Minister orformer Prime Minister, a serving Member of Parliament.All parts of this protocol apply on the death of the Sovereign (and, of course, thosesections around the Accession Proclamation arise only on the Monarch’s death).Beyond that, implementation of the Protocol is a matter to be decided locally.This protocol offers guidance on how to mark a death. It is down to the Town Mayor andTown Clerk or Parish Chairman and Parish Clerk to decide for whom the protocol isimplemented and to what extent.Flying of flag at half-mast will always be appropriate. Other decisions, may beappropriate as well, such as whether: to fly other union flags with mourning cravatto read the Proclamationto insert mourning front page to websiteto cancel or reschedule meetings or eventsto have designated flower laying areato consider dress codeto open a Book of Condolence, or whetherto mark a silence (and how and where)High Sheriffs have responsibility for reading the Proclamation within their countiesand so questions about that aspect of the arrangements can be directed to your localHigh Sheriff or Under Sheriff. In many areas High Sheriffs are working closely withtheir Lord-Lieutenants and so your Lord-Lieutenant’s office is another source ofinformation.It might also be appropriate to use elements from this guidance when responding toan incident which has led to a large number of deaths, for example: a train crash orterrorist attack.It is important that plans include out-of-hours contact details for all those who will becalled on to act. This plan will be reviewed quarterly to ensure that all the informationremains relevant.2

2. PROTOCOLThis protocol document had been drawn up to prepare Fremington Parish Council(FPC) for the death of a senior national figure.2.1 IMPLEMENTATION OF THE PROTOCOLSee Action Grid 2.1Plans to mark a death should be implemented only when a formal announcementhas been made. So, for instance, if news agencies are saying that “reports arecoming in of the death of .” it must be treated with caution. If possible, wait for amore definite announcement (perhaps along the lines that “it has been announcedby Buckingham Palace / Downing Street that.”This protocol for FPC identifies those who are authorised to implement the plans. Forthe Sovereign or another senior member of the Royal Family the decision will bedelegated to the Parish Clerk or duly authorised Deputy, with consultation with theChairman. For other figures, there may need to be consultation at the time on theappropriate ways in which the death should be marked.The day of the death of the Sovereigns will be known as D-Day, then D 1, D 2 etc.through the ten days of national Mourning. The state funeral will be held on D 10,except if this date falls on a Sunday, when the funeral will be on D 11.3. FLAG FLYINGSee Action Grid 3.On the formal announcement of death, the union flag near the War Memorial will belowered to half-mast until 0800hrs on the morning following the funeral.4. PROCLAMATION DAY SCHEDULEIn the case of the death of the Sovereign, the day following the death D 1 will beProclamation Day, which is the day the new Sovereign is proclaimed.D 1 - The Proclamation will be made at St James’s Palace at 1100hrs (or 1400hrs ifit is a Sunday). The Proclamation will then be ‘cascaded’. At noon onProclamation Day it will be read at the Royal Exchange in the City of London.D 2 – At noon on D 2, it will be read: in Edinburgh by Lord Lyon King of Arms atMercat Cross and at the drawbridge to Edinburgh Castle; in Cardiff by WalesHerald Extraordinary at Cardiff Castle and in Belfast by Norroy and UlsterKing of Arms.Once these Proclamations have been made it is appropriate for the Proclamation tobe read at County, City, Borough and then at Parish level. High Sheriffs will read theProclamation at County level along with Lord-Lieutenants. Most High Sheriffs areexpected to make their readings at 1400hrs on D 2. It is suggested that local civicleaders should therefore make their readings at or after 1600hrs.3

In all cases, following the county level Proclamation, where a local authority wishesto make the Proclamation, it is important that thought is given to following issues: Who will read the Proclamation?Where is the location that the Proclamation will be read?What are the arrangements that will be made to tell the public in advance ofthe reading of the Proclamation?Who will be invited to be present?Who will be in the platform party?4.1 PROCLAMATION DAYSee Action Grid 4.2On Proclamation Day flags will, at the start of the day, be flying at half-mast.All flags will then be flown from the mast-head from 1100hrs on Proclamation Day(D 1) to coincide with the reading of the Principal Proclamation, until 1630hrs thefollowing day, (D 2). This is due to the official schedule of the Proclamation (seebelow for more details), it will be read in London on Proclamation Day (D 1), thenread at noon in Belfast, Edinburgh and Cardiff on the day following Proclamation Day(D 2). Once those Proclamations have been made at 1400 hrs on D 2, HighSheriffs will then read the Proclamation at County level and Lord-Lieutenants will bealongside them.4.2 PROCLAMATION DAY PROTOCOLThe NACO guidance has now been reviewed and the latest version of the protocol isattached. The key points arising from the review are:Flag Timings:having flown at half-mast since the announcement of the death of the Sovereign, allflags will be raised to full-mast at 1100hrs on D 1 (the day after death), when theProclamation is read at St James’s Palace in London. They will continue to fly athalf-mast until 1300hrs on D 2 to allow for the Accession Proclamation to be readout in Belfast, Cardiff and Edinburgh. These times are fixed as part of the Nationalplan for mourning and should not be interpreted locally. It is important that all flagsare raised to full-mast at 1100hrs on D 1 and are returned to half-mast following theFremington Proclamation reading on D 2.Reading of the Proclamation:There is benefit in coordinating the reading of the Proclamation on D 2 after it hasbeen read in Belfast, Cardiff and Edinburgh. The High Sheriff’s Association isencouraging its members to agree that High Sheriffs will read the Proclamation at1400hrs on D 2. In some areas Mayors are being invited to be present at thatreading so that they can then return to their areas and read the Proclamation withintheir own communities. It is strongly recommended that Mayors, Chairs andChairmen of Councils should therefore aim to read the Proclamation from 1600hrsonwards. It is recognised that in some large rural areas, it will not be possible for a4

civic leader present at the County reading by the High Sheriff to return that swiftlyand that is why that degree of flexibility has been included in the timings.Form of Words:The wording of the Accession Proclamation will be on the Buckingham Palacewebsite and the Privy Council website soon after it has been read at St James’sPalace on D 1, and that is probably the easiest way to get a copy for reading onD 2.Suggested Words for the Ceremony:For the Chairman:“We come together this afternoon following the passing of our late Sovereign, QueenElizabeth the Second. Our sadness at this time is shared by people across theglobe, as we remember with affection and gratitude the lifetime of service given byour longest service Monarch. But the basis on which our Monarchy is built hasensured that through the centuries the Crown has passed in an unbroken line ofsuccession. Today’s ceremony marks the formal Proclamation to the people ofFremington and the beginning of our new King’s reign.Yesterday, the Accession Council met at St James’s Palace to proclaim our newSovereign. The flags which had flown at half-mast since The Queen’s death areraised briefly to their full height to mark the start of His Majesty’s rein.The Accession Council also made an order requiring High Sheriffs to cause theProclamation to be read in the areas of their jurisdiction. It was that task which theHigh Sheriff of the County of Cambridgeshire discharged earlier this afternoon andwith my humble duty I now call on [Name] to read the Proclamation to the people ofFremington. Ladies and Gentlemen, the Proclamation of the Accession.”READS THE PROCLAMATIONAt the end of the Proclamation, the Chairman will say “God Save the King.”Official guests will repeat “God Save the King.”All present join in saying “God Save the King.”The band (if there is one present) will play one verse of the National Anthem.Finally, the Chairman will call for three cheers for His Majesty the King.Dispersal.5. BOOKS OF CONDOLENCESee Action Grid 5.Books of Condolence will be opened on the first working day after the day of deathD 1. FPC Council Offices will be used to house the condolence books. A table withsuitable cloth will be set up, along with a portrait of the deceased and a smallarrangement of flowers5

All books will be placed in an easily accessible location, though it is important theplace is quiet enough to enable those signing the books a moment of privacy andquiet reflection.Books will be placed on a good-sized table, covered with a suitable cloth, a chair, asupply of pens along with a suitable framed photograph on the table.A good supply of paper with a black border and wide left-hand margin, hole-punchedto fit in a loose-leaf binder will be provided and kept well stocked. A loose-leaf folderoffers an opportunity to act if the book is defaced or offensive comments included.Pages including any questionable comments should be quietly removed until suchtime as a decision can be taken by the Chairman, Parish Clerk and/or Dulyauthorised Deputy Clerk on whether they should be permanently excluded.The Chairman may wish to agree a form of words for a message, expressing sorrowat the news of the death. This may be the form of words included in a press release,Twitter or Facebook message or on the home page of the website.Dependant on local circumstances it is suggested that Books of Condolence shouldbe closed at the end of the day following the day of the funeral (i.e. if the funeral fallson a Thursday, Books should close at 1700hrs on the Friday). Books of Condolenceare essentially a local record of the sentiments expressed by local people on thedeath of a national figure. As such, they should form part of the FPC’s archive, sothat future generations are able easily to gain access to them and find out the way inwhich national events were marked in the area.It is simply not feasible for every book from all sad occasions to form part of theRoyal Archives. However, in a letter of condolence from the Chairman referenceshould be made to the Book of Condolence and its existence in the local archives.The letter will then be stored in the Royal Archives and act as an effective crossreference.5.1 ONLINE BOOK OF CONDOLENCESee Action Grid 5FPC will be accepting online submissions for the Book of Condolence through acontact form on our website: www.fremingtonparishcouncil.gov.uk The submissionswill then be collated and included in the Book of Condolence. Alternatively, a link tothe Buckingham Palace e-Book of Condolence will be included on the website:www.royal.gov.uk6. EVENTS DURING THE PERIOD OF MOURNINGSee Action Grid 6.From the day of the death until the day after the funeral, careful thought will be givento the types of events and activities which the Chairman should host or attend.Scheduled Parish Council meetings will be reviewed for postponement orrescheduling. Also, any Civic Lunches, dinners, receptions and so forth, may not fitwith the mood of the nation and as a mark of respect may need to be cancelled orpostponed. This is a local decision and one which need to be reached with greatsensitivity.6

Visits to local schools and care homes will be scheduled, for the Chairman to spendtime with the community, talking about the events that are unfolding. This again willneed to be done with great sensitivity and should not be pressed upon a Chairmanwho does not feel comfortable taking on such a role.7. CHURCH SERVICESSee Action Grid 7.Fremington Parish Councillors will be sent details of all Church services being held inthe Parish.8. FLOWERSSee Action Grid 8.A designated area will be allocated as a place for residents and visitors to lay flowersduring the period of mourning. Should residents wish to lay flowers during this time,they may do so on the Village Green. It is important to note that all of the plasticwrap should be removed before laying them. At the end of the mourning period, at9am the day following the funeral, there will be a ceremonial removal of the flowers.All flowers will then be taken away to be composted, with the compost a tree will beplanted at a location in the community, agreed by the Council, in memory of theSovereign.9. DRESS CODESee Action Grid 9.A view will be taken locally on what is the correct dress in the event of the death of asenior national figure. Whilst flags are at half-mast, it will be appropriate for blackties, ribbons and arms bands to be worn by Council members and senior officers.Please note; the black arm bands are for Members of Council and staff. An adequatesupply of these items will be available from the Parish Council Offices.During the public mourning period when the Chain of Office is worn. A small blackbag or purse will fit over the jewel, so that only the chain is seen.10. MARKING A SILENCESee Action Grid 10.On the death of the Sovereign there will be a two-minute silence at 1100hrs on theday of the funeral (D 10). Which will be a public holiday (unless D 10 is a Saturday).It may be that silence will be kept for other member of the Royal Family, perhaps onthe day of the funeral as part of the funeral service. However, action on a silence formembers of the Royal Family other than the Sovereign should await anannouncement from Buckingham Palace.The Chairman may wish to lead the silence in an appropriate public place andthought needs to be given as to where that might be, who will be present and howthe beginning and end of the silence will be marked (perhaps the firing of a maroon,7

a drum roll, bugle call or similar). It should also be established in the protocol howthis information will be made public. The list of suggested guests is detailed inappendix 4 and the information will be made public through our website, socialmedia pages and through the local radio stations.11. WEBSITESee Action Grid 11.After the official announcement from Buckingham Palace FPC will activate a websiteholding page with a black background featuring: a photograph of the deceased, theyear of birth to the year of death, and links to the following information: CouncilServices, Condolence Books, Church Services, Flowers and Flying of Flags. Theholding page can be closed, for visitors to then access the main homepage. Each ofthe links will lead to a website page with the relevant information. The websitemourning page has been drafted with all the correct information but remainsunpublished. The page will be activated as soon as an official announcement ismade.12. LETTERS OF CONDOLENCESee Action Grid 12.It is usual, in the case of the death of a member of the Royal Family, for letters to besent to the Private Secretary of the deceased, asking that condolences be passed tothe next of kin and other members of the Royal Family. Except in the case of theSovereign’s death, in which case they should be sent to the new Sovereign’s PrivateSecretary asking that condolences be passed to the new Sovereign. In each case,other than exceptional local circumstances, one letter of condolence only should besent.8

ACTION GRIDS2.1 IMPLEMENTATION OF PROTOCOLAction RequiredFPC’s mourning protocolwill be implemented onthe formal announcementof the death of any one ofthose persons named inappendix 1.Implemented ByImplementation will beauthorised by Parish Clerkor duly authorised Deputy.Other NotesAction RequiredImmediately at therequest of the ParishClerk or duly authorisedDeputy, flags will belowered to half-mast.Implemented ByAt the War Memorial bythe Handyperson.Other NotesAn appendix to thisprotocol sets out thecorrect procedure forflying a flag at half-mast.Note: If the death falls onSt. George’s Day or theperiod of mourningincludes St. George’sDay, the flag of thePatron Saint should bereplaced by the UnionFlag at half-mast.Applicable onlyfollowing the death ofthe Sovereign:On Proclamation Day(D 1) (the day followingthe death of theSovereign, when the newSovereign is proclaimed)flags will - at 11.00 - beraised to full mast andflown throughout the dayat full mast. On the dayfollowingAt the War Memorial bythe Handyperson.3. FLAG FLYING9

4. 1 PROCLAMATION DAYAction RequiredIn Fremington theProclamation will be readas follows:Implemented ByOther NotesBy the Chairman at1600hrs on the dayfollowing Proclamation Dayfrom the Village Green.All those listed in appendix4 to be invited to bepresent. Councillors willhave black tie and armbands available to them.Notification of the readingof the Proclamation to begiven by Parish Clerk orduly authorised Deputy tothose identified inappendix 4.Reading of theProclamation to bepublicised.Facebook, website andlocal press.5. BOOKS OF CONDOLENCEAction RequiredOn the day following theannouncement of the deathof the Sovereign, The Dukeof Edinburgh, The Prince ofWales or The Duchess ofCornwall, a Book ofCondolence will be openedat the Parish CouncilOffices.Consideration will be givenat the time of each death onwhether Books ofCondolence should beopened for other membersof the Royal Family.Implemented ByParish Clerk of dulyauthorised Deputy.On the death of theSovereign or The Duke ofEdinburgh a second Book ofCondolence will be opened.Parish Clerk or dulyauthorised Deputy.A contact form will be set upon the mourning pages ofthe website, for visitors tosubmit their condolencesonline.Parish Clerk or dulyauthorised Deputy.10Other NotesParish Clerk or dulyauthorised Deputy toensure there is adequatepaper available in thebook. Pages that havebeen defaced or includeoffensive or otherquestionable commentsshould be quietlyremoved until such timeas a decision can betaken at senior level onwhether they should bepermanently excluded.These condolences willthen be collated andadded to the book ofcondolence.

6. EVENTS DURING THE PERIOD OF MOURNINGAction RequiredTo review the programmeof engagementsundertaken by theChairman to ensure it isappropriate in a time ofnational mourning andthat it sits comfortablywith the national mood.Implemented ByChairman and ParishClerk of duly authorisedDeputy.Other Notes7. CHURCH SERVICESAction RequiredCouncil Members will besent the details of anyservices in FremingtonImplemented ByOther NotesParish Clerk or dulyauthorised Deputy.8. FLOWERSAction RequiredAllocat

OPERATION LONDON BRIDGE . 1 CONTENTS Page 2 – 1. Introduction Page 3 – 2. Protocol Page 3 – 2.1 Implementation of Protocol Page 3 – 3. Flag Flying Page 3 – 4. Proclamation Day Schedule Page 4 – 4.1 Proclamation Day Page 4 – 4.2 Proclamation Day Protocol Page 5 – 5. Books of Condolence Page 6 – 5.1 Online Book of Condolence Page 6 – 6. Events During the Period of Mourning .

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