A behind-the-scenes, deep-in-the-weeds examination of the March 14, 2024, Hot Springs Village tornado response and recommendations for the future
This report is a peek into the background of emergency response actions that residents never or rarely see: a candid post-disaster analysis of actions taken by first responders, law enforcement, Offices of Emergency Management (Saline and Garland), AR Task Force One, POA staff, volunteers, and others during the March calamity Mother Nature laid on our laps.
At a recent meeting called an “After-Action Review” of the tornado, participants presented their thoughts and offered ideas for future disaster readiness. These forthcoming professionals performed a thorough analysis of the disaster and candid critique of the subsequent response, contributing many unique and valuable perspectives to the conversation.
We will cover several aspects of the topic, including what happened, what went well, and recommendations/suggestions for improvement.
What happened
Let’s start at the beginning.
- An F2 tornado touched down and ravaged the Village on March 14, 2024, at approximately 7:57 p.m. The landing was north of the Garland County, Mountain Valley area, and next touched down at the intersection of Arkansas Highway North and Casual Place. The tornado continued into Saline County near Austurias Way.
- Winds of 115 mph snapped multiple utility poles.
- Extensive tree damage occurred from snapped trunks and uprooted trees.
- Many homes sustained damage, primarily due to falling trees.
- The tornado tracked a total of 8.53 miles and was 1,000 yards wide.
- Police officers on patrol radioed, stating they were trapped due to downed trees and power lines.
- DeSoto Boulevard and other main roadways were impassable due to downed trees.
- Four major subdivisions were inaccessible for over 24 hours.
- Power outages from downed wires affected over 2,500 homes and businesses for as long as 72 hours.
What went well
Continuing, let’s outline some of the tornado response successes.
- Phenomenal outside resources were available. Never-before-seen aid was rendered, including area first responders and volunteers from Oklahoma (Gideons) and other places. Balboa Baptist Church provided extensive help to property owners in clearing trees. The Department of Corrections sent out crews. Ouachita Lake volunteers assisted.
- There was no power at Cortez Fire Station, but master electricians were able to hook up a generator to power the command center.
- HSV Public Services responded quickly to identify water leaks and other problems in the water distribution system, and the water plant was quickly brought back online.
- Saline County Office of Emergency Management (OEM) Stuart Duke called AR Task Force 1 for search and rescue, which was vital in gathering information. SARCOP, a Search and Rescue Common Operating Platform software program gave authorities a map of the area used to determine where to send teams. Responses are noted in this program, making it easier to track what areas have already been addressed. This technology dramatically assists search and rescue professionals.
- Fortunately, there was no loss of life, but sadly, one resident injury was reported. (The individual suffered a broken arm from a fall and was transported to the hospital.)
- No injuries to responders were reported throughout the incident. This type of work is very dangerous, but morning safety debriefs helped keep the focus on safety.
- POA’s communication with the residents via e-blast and social media was persistent and thorough, helping to discourage people from going into affected areas out of curiosity and reducing and/or spreading the flow of misinformation.
- Internal communication between the responders went well.
- The ability of responders to adapt to changing situations was good.
- The different agencies and the POA all cooperated and worked together well.
- All homes were accessible within 48 hours.
Recommendations/suggestions
There is usually room for improvement in any situation. What recommendations were made?
- Emergency command centers/emergency operation centers
- Recommend that leadership have a designated emergency command center separate from the emergency operations center.
- Ensure we have several command center locations/options in case the availability of one or two becomes a problem.
- Identify a command center for both sides of the Village – Ideally, have three command centers.
- The Ponce de Leon Center/Woodlands Auditorium is our secondary emergency operations center. There was a concert during the tornado. These concert-goers occupied the auditorium, and their vehicles took up the parking lot. Even if the Ponce de Leon building was used as an emergency operation center, the parking lot was not available for staging of emergency vehicles.
- If we want to retain the POA Administration Building as an emergency operations/command center, recommend a generator to power the conference room.
- The DeSoto Recreation Center could be used as an emergency operations center.
- Recommend evaluating the feasibility of obtaining a mobile command center.
- The emergency operations center did not always know what areas were cleared and where teams were moving. Resources and teams were being dispatched by different personnel. Changes in resources and teams were reassigned by different personnel. Recommend working on this process.
- Recommend improvement in the check-in process for (outside) responders.
- Communications
- It is not ideal to use cell phones as a primary source of communication during a disaster, but luckily, cell service was available. The OEM allowed us to use their AWIN radios. The Arkansas Wireless Information Network (AWIN) is a statewide digital radio system for agency communication. Takeaway: Recommend considering the purchase of AWIN radios for the entire Village—Public Services, Public Works, Recreation, POA Admin, Police, and Fire. The thought is that HSV first responders and staff would be more comfortable with this communication method if this system were customarily utilized in the Village.
- Recommend the development of a PACE plan. A Primary, Alternate, Contingency, Emergency (PACE) plan is a simple planning tool that helps organizations prepare for backup communications systems in emergencies. It can help establish options for redundant communications if primary capabilities are disrupted.
- Recommend a solid call tree for staff and responders be developed.
- Additional training
- Recommend National Incident Management System (NIMS) training for directors and supervisors.
- A tabletop simulation would be beneficial.
- Contact person
- Decide who the point of contact (person in charge) is. Have backups. We should have an appointed Public Information Officer (PIO) for all information being relayed to the community and press. At the time of the tornado, we did not have a formal PIO, but subsequently, this role has been assigned. Kevin Sexton, Director of Business Development / Tourism / Public Affairs / Land, was appointed to this function. Mindy Maxwell, Business Development and Client Relations Manager, will be the backup. The Department of Emergency Management has a PIO class.
- Debris management plan
- Recommend the development of a debris management plan. This can significantly facilitate the rescue operation.
Overall, how did they do?
Overall, everyone involved did a very good job. Although the first 24 hours in a disaster are naturally chaotic, the professionals unanimously agreed that this was a well-managed incident. Professionalism reigned supreme amidst turmoil as cool heads prevailed to manage the incident, with the safety of the community and responders being the first consideration. Although there is room for improvement in the procedures, the teams coordinated well and brought control admist chaos.
Times are changing
Times are changing in Hot Springs Village. In the past, it almost appeared that we were separated from the surrounding community—with the Village perceived as practically a fortress unto itself with an impenetrable wall. Not anymore! And no, I am not saying we won’t have our gates.
Reaching out and becoming involved with the surrounding areas in times of both tranquility and discord—this is the new Village. We realize there are situations when we need outside help and that we can be good neighbors and assist the surrounding areas. It is a two-way street, and we intend to continue to extend our hand in friendship and solidarity with our neighbors, as they have done with us in the recent F2 Tornado.
In conclusion
The March 14 tornado has had a lasting impact on the Village. We have solidified our appreciation for our neighbors and many other helpers. We are grateful for their aid and concern and hope to continue to be a valued and integral part of a larger community, one where the give and take goes both ways.
To date, we have spent $1.25M on tornado cleanup. This does not include gas, staff time, equipment wear and tear, and many other incidentals. To defray some of this expense, we allowed logging companies to assist. This resulted in a small profit of under $120,000, but even more importantly, the work they did was work we did not have to pay for. The loggers are finished, but the in-house cleanup effort will be ongoing and will not be cheap.
Let us know in the comments section how you think the first responders and others handled the event.
Click here to read “HSVPOA Fire Chief Jason Miller Tackles HOT Topics at November Board Meeting.”
By Cheryl Dowden
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The tornado response and communication were excellent! I am willing to bet any small town of our size would have had a hard time doing better than HSV POA did in managing the response. Some ideas for improvement:
1. Consider positioning a few chainsaws around the village, perhaps at the fire stations, to aid in opening roads for first responders. Certify a few police officers and firefighters in the safe operation so they aren’t putting themselves in danger.
2. Create a volunteer auxiliary of HSV volunteers who have special skills that could be used in the event of a larger emergency. Some examples:
– HSV has many former military who have worked with (and some who have flown) helicopters and could assist in setting up a life-flight landing area to reduce transport time (this would require a nominal amount of day and night signalling gear, as well as assessing which golf course areas could be turned into landing zones).
– ID people with boats who could assist with an evacuation for people who have houses on the lake – imagine a forest fire blocks the routes out…the lake may be the only way out.
– ID people who were nurses/doctors/EMTs/etc. who could supplement HSV’s medical personnel and be at designated shelters to handle injuries.
– ID people willing to help by providing their own truck, chainsaws, bringing blankets, generators, lights, offering their homes for displaced people immediately following an emergency, making food (for victims and for HSV first responders), etc. The churches may be a natural coordination point for marshalling volunteers so we have coverage across HSV.
– ID people with trucks who are competent at operating a snow plow blade. Buy a few blades and position them at the firehouses(?). This could help if it was winter and trees were down around the normal POA machine shops. These folks would only assist firefighters and ambulances responding to calls…I would not expect them to run around plowing the roads just for the heck of it!
– ID people who are willing to hike to affected areas to bring first aid supplies and help HSV quickly locate people who need help. We need our firefighters and police to focus on their jobs, but someone like me (hiker/backpacker), could easily help extend their reach and reduce the time it takes to locate people who need help.
– Educate the community on what to do in a tornado, a tree-falls-on-house situation, power outage, house fire, or a larger forest fire, and snow storm. Some examples – should we shut off our propane gas? Should we leave our doors unlocked if we have to flee? How do people with medication that needs to be refrigerated get help? Do people know a few routes out of their homes? Do they know where the nearest HSV-designated shelter is? Could we each (voluntarily) put a sticker on our doors so HSV police / firefighters know how many people/pets to look for? Should we (voluntarily) inform police or firefighters about oxygen tanks, weapons, ammunition, gas cans, etc. that could affect how they conduct a rescue in the event of a fire?
Rich, your comment is excellent! So many great ideas! What do you think about the idea of the POA having an “Emergency Response” Committee. (That may not be the best name.) There is so much valuable work committee members could do under the watchful eyes of the police and fire departments. Thank you! – Cheryl Dowden